When organizing an event, it is rare to think of every detail from the start. Being the host or responsible for the event’s organization requires extensive planning and careful management of resources and suppliers. Whether it’s a birthday party, a wedding, or a corporate event, there will always be a need for numerous meetings to address all requirements and fulfill needs.
The complexity of an event is relative, not solely dependent on its size. Beyond the venue and number of guests, there is a range of services that can be contracted from different suppliers, depending on the goals and level of demand. Therefore, it is important to anticipate all relevant questions, schedule meetings with suppliers, and prepare the event gradually and consistently as the initial plans and required services are confirmed.
In the case of entertainment, where the music provider is also often responsible for audiovisual production, initial contact is usually made via email to confirm availability. This is followed by a meeting where the provider can understand the event’s needs and present a tailored proposal.
After finalizing all contractual details, it’s time for the musical briefing. At Your Jukebox, we ask all clients who hire DJ services to complete a questionnaire that allows us to understand their preferences, restrictions, and other guidelines. This helps us make the most suitable selection for the event team based on a match of profiles.
As the event date approaches, it is crucial to have a second meeting with the main entertainment representative: the DJ. For more complex events, this meeting might also include the LJ, VJ, or other technical team members. However, it’s important that all technical requirements have been addressed beforehand, not just at the final stage, such as through a site visit if the supplier is unfamiliar with the location.
The preparatory meeting (approximately 2 to 3 weeks before the event) primarily serves to review the overall briefing (timeline, locations, etc.) and the musical briefing. It is also an ideal opportunity to build rapport between the client and the operational team representative.
