how to Choose a DJ and Hire a DJ

There are radio, club and mobile DJs. This page refers to Mobile DJs (disc jockeys). Mobile means DJs will supply their own equipment and music at the place of your event. This is in-depth with insider information. This will help you with the right questions to ask, topics to be discussed, tips and straight answers about how to hire a DJ for your event. I am a mobile DJ and have also hired mobile DJs.

1) The first and single most important thing to know is this: When you pay for the services of a disc jockey - or any entertainment - YOU ARE THE BOSS and THEY WORK FOR YOU.

2) Never assume what the DJ should already know. It's your event. You know what you want - the DJ does not. You will need to give the DJ as much information as possible.


 

1) Make a list of exactly what you want the DJ to do. Want the DJ to make announcements or maybe play the role of an emcee/master of ceremonies? (that's someone that guides, orchestrates and sometimes interacts with guests at a function). Just play music and nothing else? Do you want someone to be "prim & proper" or less structured? Even though most DJs cannot handle all these different facets, you need to choose one that is capable of honoring your wishes. Some DJs prefer to be dance instructors, singers or karaoke hosts more than a DJ. Example: at events, I don't sing nor teach people how to dance.

2) KNOW THE MUSIC YOU WANT PLAYED. This is obviously very important. Make sure the DJ will have the music you want at your event. Do you want a variety of music or perhaps just Club, Top-40, Oldies, Hip Hop, Country ...? Try to find a DJ that specializes in the music you want. Variety music DJs are the most expensive because they have to be knowledgeable about many different types of music and deal with the astronomical cost of buying many more CDs and downloads than someone specializing in just one type. Not too many DJs will have a printed list of the music they own especially if their music collection is huge and constantly updated. However, many do list what they have on their web sites. In any case, you need assurance that what you want will actually be at your event.

TIP >>> Just because DJs have the music, it doesn't mean they will bring it to your event. Ask how much music they take with them to events like yours. If it's not much, beware. Some events might require just a small amount of music, some require a very large amount. If something is important enough, demand it be there. Example: out of the approx 4,000 CDs I own, usually about 1,500 are taken to the average event [some of my previous events required only one hundred CDs yet others required over 3,000 CDs; Those using MP3 style have no excuse for not having a lot of music with them].

3) Do you want a DJ with a set music program or be flexible? Take requests or not? Play your requests on demand or when they feel it can be fit in without altering the dance floor or mood? As always, this is completely up to you. I can't stress this strongly enough - get the DJ that will do it your way. Halfway in another article under "How Much Music Do I Need to Select?" illustrates this point.

4) Make sure the DJ has the right equipment for your event. Be sure to state the approximate amount of people that will be attending (some DJs don't have equipment to handle large affairs, outdoors, etc.). State whether event is indoors or outdoors or both. Will equipment have to be moved from one place to another during event? If some specific equipment will be required such as a wireless microphone, tape or CD players, make sure the DJ service has this since not all do. Lights, fog, bubbles, novelties like inflatable instruments or theme? Want them or don't want them - tell the DJ before getting a price.

5) Ask how much experience they have working events similar to yours. If it doesn't make a difference, that's OK. But if something absolutely has to go right it would be to your advantage to have someone with experience who can deal with unexpected last second changes, twists, curves and turns that always seem to come up. A good DJ can help smooth over potential rough moments.

6) Match the DJ to place of event. If a DJ is using turntables (playing records/vinyl) or not using anti-skip cd players, the area used by the DJ must have a rock solid foundation or music will skip or stop. If there is a stage, it too has to be solid.

7) Due to direct sunlight on equipment (a bad situation) or threat of rain, not all DJs will work outdoors using their own equipment.

8) Computer [MP3/Music Files] versus CD, Vinyl and other formats. Which is best?
Don't know. Honest! All formats can do a great job and have advantages & disadvantages. Just insist that the amount of music you like is brought to your event, that the DJ has the ability to properly segue (blend songs together) and will continuously deliver good sound (especially with MP3s). In the case of MP3s/music files (computer/laptop systems) ask if there is some type of emergency back-up music playing capability in case of(the hard drive going bad or a corrupted program (not a music file - but the program that controls the music files). Vinyl record users require a rock solid floor/stage and might be limited to the amount of music brought to your event. DJs using CDs should be using anti-skip cd players (when performing, three cd players should be available in case one quits working).

1) Do they know how to work with photographers, videographers and related personnel? Don't take this for granted. It's imperative everybody coordinate their actions so that important moments are handled, photographed and video graphed correctly.

2) Will they set-up their equipment before your guests arrive?

3) If you don't have an event coordinator (someone whose job is to oversee formalities and other details), is the DJ ready to guide you through this? (the good DJs can)

• The obvious should be on all contracts: Name of the DJ or DJ Service with contact info - phone number & address (your name and contact info should also be on the contract). There should be a place for both signatures - yours AND the person responsible for your DJ. Place, times, date and type of event should be on the contract. The total cost and any conditional/additional charges should be clearly stated. Any money changing hands should be noted. Get a copy of the contract immediately after you sign it.

• Discuss place of event and any pertinent info such as address, phone number, if there are stairs and no elevator, indoor/outdoor, smoking/non-smoking, if there are specific load in/out times ...

• Most DJs have their own contracts and usually require a deposit. Some have non-refundable deposits, some refund deposits up to a certain time or if they can re-book that date. Ask!

• Whatever you want the DJ to do - get it in writing. Never, but never assume! Don't be timid. When in doubt or something is very important - GET IT IN WRITING.

• Attire: such as a tux, suit, casual, theme ... once again, don't assume anything. From elegant wedding to beach party, if it makes a difference, tell the DJ.

• Time: the time you want the DJ to start and stop. Be specific and here's why: some DJ services charge by the hour, some by the half hour after a basic time (usually four or five hours), some charge a flat rate (a set price regardless of the amount of time).
TIP >>> State for how long you need the DJ service by total hours AND start & finish times. Most DJs know that when you say start or total hours that means being prepared to play music, make announcements or the like. Still, ask if set-up/tear-down is part of "Time on the job". Sounds silly, but a rare few use showing up (simply arriving at your event but not ready perform) as their start time. At least one DJ charges extra just to bring the equipment in and out (even I was shocked when I stumbled across a DJ that charged for this!). Ask!

• Necessary equipment: Is a wireless microphone required? Tape player? CD player? Not all DJs provide these. Some DJs only use computers (MP3 style) and don't have anything else, some only use CDs, some a combination, so if you want the DJ to play something that will be, for example, brought on a cassette tape or CD by someone other than the DJ, then the contract should state that the DJ will be able to accommodate you. For a large group, a powerful PA (amps & speakers) is required.

• Lights or even a different amount/type of lighting might cost extra. Fog or bubbles may cost extra. Inflatable instruments, novelties and props may cost extra. If you want them or don't want them, decide ahead of time.

• Total Price: Make sure agreed amount is phrased "total cost" or "total charge for services to be performed". "Total" or "Final" are the key words that you want in writing.

• As with any event, circumstances could create a "maybe" or "what if ..." situation. Be sure any additional or conditional charges are clearly defined in the contract. Too many misunderstandings occur when people just assume ...

• At some for-profit events, you or the DJ might prefer monetary compensation be based upon amount tickets sold or number of attendees. Ask.

• Take requests? No requests? Any specific music you don't want played? Any specific music that has to be there? If it's important enough, get it in writing.

• Do you want the DJ to play your requests WHEN you want them played regardless of the effect on the dance floor or will dancing and the mood be most important? If it makes a difference, get it in writing.

• Will it cost extra if you supply a list of specific songs that has to be at your event?

• Get a copy of the contract at the moment you sign it. Example - I use a contract with the customer copy attached so the copy is immediately handed to the customer. This means nothing can be changed behind anyone's back. This protects you and the DJ service. Contracts can always be amended (changed) later as long as both parties agree (if this happens, make sure you both add signatures and you receive an exact copy). Get a receipt for deposit and any other payments.

• At an event, who does the DJ answer to? Usually too many people claim to have the final word about what and when things are to be played. Be clear about this before event.

• If outdoors, who is legally responsible for power (electricity) and shelter for the electronic DJ equipment? You? The DJ Service?

 

Question: What should you expect from DJs?
Answer: To at all times conduct themselves in a manner appropriate to your event. To fulfill all conditions in the contract. Held legally responsible only for damages that they may cause.

Question: What should the DJ expect from you?
Answer: To be promptly paid - and - given all the information required to make your event a success [as explained in the contracts section]. You should include from whom the DJ takes orders. You will be surprised and irritated at how many people at your event - that you are paying for - think they can tell the DJ what to play and when to play it.

• Make sure the DJ service will sign a contract. Don't accept someone's word that they will show up.

• Match the DJ to place of event. If a DJ will be using vinyl (using record players, turntables) or not using anti-skip CD players, MAKE SURE THE FLOOR AND STAGE ARE SOLID: when people jump up and down during songs and the DJ set-up is not on a solid foundation, songs will skip or be stopped entirely. Most people don't think of this ahead of time. DJs using music files or anti-skip CD players can play almost anywhere.

• Using vinyl records or using a supplied banquet table is not a sign of a lesser quality DJ - especially in techno. Some egotists would like you to pay a lot extra simply because they paid more for their set-up. An ego set-up is worth the extra money only if the quality or capability is better than most AND the DJ operating it is better than most.

• Price Guideline? Impossible. Don't let anyone convince you that there is one set guideline that always applies to all events everywhere. You must establish your own personal guideline for your specific event in your area by contacting several places and getting estimates for what they'll charge. Explore all the variables in the Contracts section above.
TIP >>> Beware: when researching the web for this page, I read an article from a prominent trademark name [ironically one not related to DJ entertainment in any way] that stated a "guideline" basic 4 to 6 hour rate for DJs would be $200 - $500. What planet are they living on and how dare they mislead you like that? They never explained what "basic" is, and insinuated this "guideline" applied to all types of events in all parts of the country every day of the week. What is basic for the backyard party with your friends is not basic for an elegant wedding. What is basic for 75 people is not basic for 400. What is basic for a Sunday afternoon is not basic for a Friday or Saturday night. A basic rate for New Year's Eve can't be compared with any other rate. What is basic for a full-time DJ is different than a part-time one. Example: A good quality DJ for a Saturday wedding reception in southeast Michigan usually STARTS around $500 with the average total cost being much higher. New Year's Eve = $$$$ (usually the highest rate of the year). On the other side of the coin, I know of mobile DJs working in some bars, Eagles and Moose clubs, charging around $175 for a Friday or Saturday night. But like I said, don't trust my figures - contact a few services and compare prices for your event in your area with the type of DJ you want with answers derived from the Contracts section. DJ services have a very wide range of prices so don't accept any guideline.

• DJ with Karaoke: Though a rare few do, most DJs do not offer CD+G/MP3+G karaoke including monitors, karaoke song lists, extra microphones ... (+G means "plus graphics": on a monitor, you can see the words to songs you are singing). Some karaoke hosts offer to act as a DJ, but this is usually unwise unless you have budget constraints and no other choice. Unless a service can supply full karaoke & a complete DJ service simultaneously [meaning the DJ part has a large amount of music and can blend songs together without a pause in-between every song], hire one of each and have them work together.


• DJ Equipment: Mobile DJs should have a minimum of the following for most events: lots of music, amplifier, speakers, microphone, mixing board or mixing program. They should also be able to offer lights or lighting effects, wireless microphone and cord attached microphone, some on-site back-up equipment (extra amp, microphone, batteries, etc.), event worksheets, paper and pen. All equipment should be commercial (professional).

 

True in life and true for disc jockeys. The ones you CAN count on usually get the most money. DJs aren't getting hired for those moments in someone's life that don't matter but for the special moments that DO matter and accompanied by memories that will last a lifetime! The DJ can enhance or ruin a lifetime moment and memory. That's pressure. Very few people are capable of being responsible for the mood of a group of people, dealing with conflicting orders during an event, being dependable and contractile thorough, pleasant to deal with, adapting to changes or things that might go wrong at an event, actually own or supply what they claim [telling the truth with no misrepresentation], being prompt, not getting drunk on the job ... I think you get the idea.

Try to hire someone using commercial equipment (also called professional equipment) and not home equipment for reasons too numerous to mention here. This is the first step in avoiding horror stories. If the DJ you're talking to doesn't know the difference or is unsure, they're using home equipment.

Keep this in mind: Speaking on behalf of all top flight DJs and services, we take personal pride in helping to enhance a special moment. We realize it's a privilege to be included in your event. If you are uneasy dealing with anyone, including myself, hire someone else! There are many high quality professionals prepared to work at your event.

Be sure to ask these questions when viewing a promo video or looking at promotional material since changes could occur such as different DJs, equipment, looks, style ... How current is the promotional material? Do the DJs still look the same as shown? Was the type of DJ set-up and presentation the same as what you require? Was the type of DJ set-up and presentation the same as what you'll get? What is the difference, if any, and the price difference. Can you choose your DJ or will they pick one for you and does it cost more to choose your own DJ? If possible, choose the one you like. How much music will they actually have at your event? With some services featuring multiple DJs, the music is pooled and there might be gaps in what they'll show up with - some services have their whole collection available to every DJ for every event - some services have each of their DJs supply their own music.
TIP >>> A week or two before your event contact the actual DJ scheduled to work for you and go over all the details. This way you will be assured the correct DJ with the correct information will be there. Nothing like piece of mind. This is good advice for any DJ or entertainment you've hired.


 

This one is tough. So many advantages and disadvantages. Just be very specific about what you require. Big advantage: they are licensed and bonded. Big disadvantage: the entertainers get only part the money that you're paying out - you will not know how much the DJ is actually getting paid. Get all agreements and promises in writing to protect yourself. You'll be happy to know the better agencies automatically do this. If one won't, don't give it your business. The same advice for DJ services with multiple DJs or promotional videos also applies here.


 

Ask if they own or rent their equipment and music (owning is better). Do they have a back-up DJ and equipment?


 

For the record, the best DJs, DJ services and agencies will make all this easy for you. Most everything above is just to protect yourself from the "every little detail costs more" group, some bad ones and those not qualified to work at your event.

Some DJs use each event as a blatant "audition" for future work and prefer to always look good in the hopes of getting more jobs. These types of DJs are only trying to impress potential future customers (your guests). Others will try to impress you first. Many times, people who are paying for the DJ service will request music that is non-danceable or a mood killer which then reflects negatively on the DJ. Please don't forget that each DJ service IS a business.

You've heard this before and it's always true - whenever possible, see a DJ in action first or get a recommendation from someone whose opinion you trust and whose taste is similar to yours. It's OK to ask for references from anyone you might hire.

Read the above section "How To Choose and Get The DJ You Want".

This was written by DJ Madman Mike Your Musical Slave in January 2002 (updated November 10, 2003) in response to so many inadequate attempts seen on the internet. I believe this page contains the absolute best information because it explains things in detail and is glad to suggest similar articles that contain additional information or a different emphasis which therefore enhances overall information available. If the information supplied on this page (including what's offered in the additional articles) is insufficient, send an e-mail and I might expand this page using your idea. If there is any article or page that offers more total information than mine, please inform me so I can defer and direct all concerned to that one.