Getting a simple quote! Did you know?

Why can't I get a simple quote?

"Why can't I get a quick quote?" is by far the most asked question by potential clients. As DJ's we hear this all the time and are often caught between a rock and a hard place. We want to be able to offer the best service as a low cost, but often what clients seek is much more than a "Basic Package Price." Our future clients are expecting much more than speakers. As a result, we become educators of sound, light and service.

What clients often don't understand is the complexity of variables in making a quote. Granted we all want to offer something at a discount or free, but even with incentives, we still have to make a profit. Often my clients are amazed at the number of variables involved with quoting an event. The basic variables are of course sound and lighting. Many never factor for layout, time, travel, expenses, location and most importantly, the date. Why do these factors matter?

The sound variable is the most critical factor. Many people don't understand venue sound and how it affects the volume and clarity of music. As you add people to a venue, each body absorbs sound. I explain this with a bucket of water. If fill a buck of water and drop in a couple sponges and they float around, it's the same as a room with an adequate sound system. If I keep adding sponges (people to a room) eventually, I'll run out of water and not all the sponges will be equally wet. Just like sound, if you over fill a room or under drive the sound, you're left with some who hear the music and some who don't. Similar to sound is lighting.

Have you ever seen an event with one light? What happens when a guest walks in front? Ever try cooking in a kitchen with just one over head lamp? That's right, the number of people and type of lighting greatly affect the room. Sure, plain white light is crisp and clean, but it doesn't announce "Party." What is the really point of a reception? You want to have people dancing and laughing. This said, the placement of the lights chosen is also critical. 

The placement of lights with a well though out layout also affects the cost of an event. If you need to run speaker or lights to multiple locations or even rooms, then the time and expenses will increase. Careful layout will help to maximize lighting and sound, with keeping cost down. If specific layouts are needed, then it takes time to calculate, setup and add for the changes.

We DJ's enjoy what we do. I've personally DJ'd some events that were booked at 3 hours and I work 3 hours and 30 minutes. But, I've also DJ'd events with a contract of 3  hours and the event resulted in 12 plus hours. (Hard lesson learned) Our time to complete our job defiantly affects the quote. I remember a client who asked for 3 hours of service and was more than willing to pay the going rate. But, she wanted me to set up at 9:00 AM and be gone (leaving my equipment) until noon time and then begin spinning at 1:00 pm! Again, I don't mind donating some time, but waiting 4 hours is not reasonable for anyone! Personally, I charge less per hour for waiting or breaking the play time up. I'm not driving around and wasting gas, so I charge a different rate for waiting than traveling.

The cost of gas today affects every business. Gone are the days where DJ's will travel hundreds of miles at no cost for a client. Trucks, to haul the gear, not good on gas. Driving a hundred miles could cost a DJ $60 plus dollars for the trip. No charge for excessive travel could gobble up the funds. 

Traveling also can result in other expenses, tolls, food, lodging. Often these expenses are never considered when calculating an event. If I DJ past 11 PM and I'm more than one hour from my home, I require lodging. Driving a truck after working 6-12 hours at 1 in the morning is just plain dangerous. Local jobs are always preferred when they're accessible. 

 The clients location greatly affects the cost. I took on a client at a school on a local island to help some kids have a fun dance. The kids had a great time and the 3 hours of work was fun. The location was not fun. First, I had to drive across town and park in a garage. I then asked to roll all my gear to a loading dock, load it on a boat, ride to the island, unload the boat, load into another truck and then into the building. The best part was the return trip in the rain. Needless-to-say, that 3 hour job became close to 10 hours and it was only 10 miles from my home. Location also impacts access to the load in time. If your event location is on the top floor of a hotel or down a long winding unpaved path, this all takes more time.

Finally the day a client chooses for his or her event will drastically impact the cost through supply and demand. Obviously, many people want a DJ during the holidays or New Year's Eve. Looking at the date alone is not enough. We also have to look at events occurring during that time. There are many times when my services were requested during events such as festivals or fairs. The previously mentioned variables and date, add up to cost.

So why can't I just throw out a quote? In order for DJ's to make a living, we have to account for all these factors. Tell us the specific details of your plan through a free consultation and we'll give you the most accurate and reasonable quote we can.