Try these planning tips for your next big event:
Plan music into the FLOW of your event space
Ask yourself, and your venue manager:
— Where is the DJ or band situated?
— Is the bar far away?
— Is the dance floor separate from the main social areas?
— Do scheduled activities take guests away from the entertainment you’ve booked?
— Will guests see/hear music as they flow between spaces?
Wedding at The Malt Cross, Nottingham. Photo: Jennifer Davy Day
Example:
I recently DJ’d a 40th birthday at The Angel Microbrewery, a historic Nottingham venue. The host had booked the main hall, where I was set up, plus a number of smaller lounge rooms containing sofas, tables and a buffet. Guests had to go through the lounges, then open a big fire door, to access the hall. They arrived in the lounge rooms, seeing friendly faces, and stopped for conversation and food. After one chat wrapped up, they moved onto another. Drinks flowed, food was enjoyed and the vibe was immaculate. Only problem: no music for the guests. I was on my own in the dark, grand hall, playing to exactly two guests. They had a great time, as did I, however the flow of the event kept people away from the music. When people did open the big fire door and peak into the large, empty hall, they understandably didn’t feel drawn to join the sparse dance floor. It felt like too much pressure. So they went back to the lounge for comfortable drinks and conversation. Only at the very end of the night had people’s inhibitions loosened enough for them to dance in the hall. By this point many guests had left. There’s nothing inherently wrong with this set up, it just means that the money invested in entertainment didn’t give a maximum return in terms of enjoyment for guests. When planning your event, experiment with different lay outs. Don’t feel pressured if a venue manager says ‘this is how we usually do things’. Ask what is actually possible, and draw up different options. Be patient and flexible but don’t be afraid to clearly state how you want to use the space: you’re the customer!
PUNCTUATE the day with music
You don’t have to wait until the end for music and dancing
— Consider energy levels: free-flowing drinks and a rich meal are great for conversation and relaxation, not for energy and dancing
— Music can be a thoughtful interlude between other elements, or make it the main focus
— Respect your budget: you don’t need 10 wandering minstrels clogging up the venue, but one or two well-timed sets can really transform people’s mood!
Example:
When I DJ a wedding, I offer evening only, or full-day packages. At a recent wedding at Cleaver & Wake, Nottingham, we started at midday with the ceremony. I played the couple’s most meaningful tracks — in this case, 2000s indie — at exactly the right moments as they entered, walked the aisle, and signed the register. I liaised with the registrar and venue manager to ensure we were all synced up, then soundtracked those big moments perfectly. Afterwards, guests swapped photos and stories, hugged and caught up with each other. During this time, the music was low, background volume. Food and speeches followed. As agreed with the bride in advance, her speech would be punctuated with a musical interlude to surprise her husband and the guests. She started with the iconic lines “baby when I met you there was peace on earth, I set out to get you with a fine-toothed comb”, and I scratched in Dolly Parton at exactly the right note. The room roared with laughter, and the couple stood up for a mid-meal, mid-afternoon dance. Guests jumped up from their seats and joined in with the second verse. It was a joyful, non-conventional moment and showed how music can be woven in at any point of a celebration.
COMMUNICATE with your guests
If music matters to you: TELL THEM!
— Instead of “evening disco”, say “join us for dancing”. It’s the difference between a scheduled event that’s happening regardless (like a work meeting), or an active invitation to share something joyful.
— Ask your guests to literally “bring their dancing shoes”. Provide shoe racks at the entrance labelled “serious shoes” and “dancing shoes”. Racks from charity shops, and shoes should be comfy old trainers: no one needs to buy anything new. Even your more reluctant guests are now equipped and invested!
— Be CAUTIOUS of asking all guests for a song request on the RSVP. It works well in daytime playlists, but can turn an effortless dance party into an awkward admin session. Nothing hinders a DJs natural intuition more than working through a spreadsheet.
Card from a happy couple.
Example:
At a recent wedding I DJ’d, the close friends of the bride and groom were often locked in to their music tastes. They grew up going to gigs and clubs together, attending festivals as group holidays, and soundtracking their social lives together. This created a core group of dancers that informed the direction of the musical vibe. However, a great party is an inclusive event that involves everyone. So my mission here was to keep the core dancers happy — in this case rock, pop and alternative music from the 2000s and 2010s — while creating an inclusive, multi-genre set for all ages.
It’s not what you say, it’s what you do…
— If you want people to dance, you’d better be up on the floor!
— A first dance can feel awkward for some, but it creates a trigger point to commence the dancing
— NEVER nag guests to dance, it forces fun and takes you away from the party
This point is about your own conduct, so while it’s essential to find a DJ who can deliver the goods, if you’re constantly outside having a vape, your guests will follow you. It’s your night to enjoy, so come and go as you please, chat to friends, grab a drink and mingle. However if music is one of your main focal points, show your guests that it matters by being present on the dance floor: it makes a world of difference.
It’s OK to ASK for help!
It’s normal to feel daunted if you’ve never hosted an event before.
— A good DJ is your partner in vibe curation.
— I am more than “just a DJ”: I offer live musicians, venue mood lighting and free advice to all my clients.
— Get in touch for a no-obligation video call: let’s talk music. You can check my availability and book a slot here.
