Saturday, January 11, 2014

Planners and Coordinators - how to find the cream of the crop and why you really need to do your homework to do so.

By Jeff, owner of Elan Events and Elan-DJ.com, inc.

As 2013 has come to a close and 2014 has sprung forth I have been blatantly reminded that a long overdue blog entry is needed from me.  Reminded, in that based on my more than one thousand events experience, the two events I had during New Years week could have been extensively better had there not been a Pro-Planner/Coordinator involved.

One of these was a wedding at the Torpedo Factory in Alexandria.  For those of you who are unfamiliar with this venue, I would highly recommend that you check it out especially since the transformation from day to night is nothing less than miraculous.  This is due wholly to the exceptional permanent lighting installation done by John Farr and his team from Farr Lighting in DC.

My Bride for this event had unfortunately hired a "Professional Wedding Coordinator" who seemed to be ever-vigilant with her team of three and their headset walkie-talkies.  I use the word unfortunately because not only was this planner like many other planners, highly inexperienced, but she had also never worked this particular venue before.  This is not a disqualifier by itself, because it is fairly easy to learn the ins and outs of any venue if one does their homework.  She didn't.  Why in the world would I say that in my opinion most planners are inexperienced?  Because when you think about it, a very busy year for a Pro-Planner is 24 events, whereas a busy year for us is 100 and a slow year is 50.  Simple math tells you that even if all we had were slow years we'd still have double the experience of any Planner.   Another important consideration in this evaluation is the type of company that we are.  We specialize in Coordination and Music.  I personally take each and every one of our clients through an extensive no-stone-left-unturned planning process since one of our guarantees is to get all the servicing vendors working from the same one-page Order of Events.  I have done hundreds upon hundreds of these.  We branched into Coordination as opposed to lighting (like many other DJ companies), because we have always been the one with the microphone making things happen anyway, and with the advent of laptop-based DJing, we were no longer chained to our station switching vinyl or CDs all night long.  I also need to mention that at events where we are running the show, 90% run exactly on schedule with the other 10% having only slight deviations.  Reason being: we have considered all contingencies, know how things will unfold and worked hard to get the clients not only what they want after we have counseled them regarding what is feasible, but also the smoothest flowing event with zero time wasted.

My Bride for this event had expressed that the most important thing to her was getting as much dancing time as possible since she and many of her guests loved to dance.  I know that she expressed this to the "Pro-Planner" as well.  However in this instance, the Planner proved to be incapable of making this happen.  Please allow me to explain. This event was a full-service event for 200 guests encompassing guest arrival, ceremony, cocktails, meal and dancing.  Typically the minimum amount of time to do this with 200 guests is six hours yet this event was five and a half, which could have worked if the clock had started at 6:30 and ended at midnight (vendors are not allowed into the Torpedo Factory until they close to the public at 5pm).  As it was, the Planner's schedule had guest arrival music beginning at 6:00 and music stopping at 11:30, a simple shift to 6:30-Midnight would have helped immensely.  Unfortunately because of decisions made by this Planner the ceremony ended up starting at 6:55, fully 25 minutes after when it was scheduled.  It was well within the planner's ability to ensure that her client would have the necessary time allotted for the event, yet she failed to make that happen after hitting a minor roadblock with the catering contract.  This could actually have been easily solved via creative teardown so as not to incur additional fees from the caterer. Guest arrival music began at 6:00 yet ceremony began at 6:55 instead of 6:30 as scheduled.

This particular venue (the Torpedo Factory) has some features which must be utilized the way in which they were designed or you risk placing the event in jeopardy of wasting a large amount of time.  Since this venue has built-in permanently-installed lights and audio, there is a specific location where tables for the meal must go as well as location for the dance floor and buffet.  This Bride wanted to have tables for the meal in what was normally the dance floor area...the same location where the ceremony takes place and then photos immediately following.  Photographer was pressured to rush through the post-ceremony photos because caterer needed to set tables in that location.  If Planner had just clearly explained the necessity of using the space as designed/intended the Bride would have understood it was in her and her guests best interest to stick with the typical approach. Conflicting goals so which is most important.  For this Bride it was the dancing.

Adding 15 minutes to the time for getting folks seated was the poor choice of how the seating assignments would be communicated.  Let me preface this by saying that when there are two hundred guests and they are required to pick something up from a table in order to find their seat, at minimum there should be four tables for 50 place cards each and labeled appropriately by alphabetical breakdown.  For this event there was one table but the problem did not end there.  The "place cards" were actually Mason/Ball glass canning jars full of marshmallows.  Mind you, this venue has all concrete floors...so this choice should have been counseled out.  If I had been consulted regarding this idea I would have recommended no glass and no place cards but that they print up an alphabetical poster which would serve to designate where folks would sit during the meal.  This method only requires a quick glance at any time during the cocktail hour as opposed to the slow as molasses: stop-locate-grab which added 15 minutes to getting folks seated (25 minutes total for what should have taken 10).   Buffet line was also located in the middle of what is normally the main seating zone, as opposed to the large space off to the side of area between seating and dance floor.  This ate up seating space and required guests to weave through tables to get to the buffet adding time as well.

All-in-all, many rookie mistakes.

Here is the plan which was attempted: 
6:00            Guest Arrival to lower level:  
6:30            Ceremony:     
7:00            Cocktails on upper floors 
7:50            Invite guests to their seats                              
8:05            Entrance: 
segue          1st Dance: 
segue          Blessing: 
segue          Meal: Bkgd Music=from list    
during         Welcome Speech: 
during         Father/Daughter Dance
during         Mother/Son Dance: 
during         Toasts:
9:00             Dancing:
11:25           Last Dance: 

Here is what really happened:  (notice the only 1:15 of dancing)
6:00            Guest Arrival to lower level:  
6:55            Ceremony:     
7:20            Cocktails on upper floors 
8:20            Invite guests to their seats                              
8:50            Entrance: 
segue          1st Dance: 
segue          Blessing: 
9:00            Meal: Bkgd Music=from list    
9:50            Welcome Speech:
segue          Toasts: 
segue          Father/Daughter Dance
segue          Mother/Son Dance: 
10:10          Dancing:
11:25          Last Dance: 

Here is what would have happened had there been no "Pro-Planner" in the mix:
6:30            Guest Arrival to lower level:  
7:00            Ceremony:     
7:20            Cocktails on upper floors 
8:20            Invite guests to their seats                              
8:30            Entrance: 
segue          1st Dance:
segue          Welcome Speech: 
segue          Blessing: 
8:40            Meal: Bkgd Music=from list    
9:45            Toasts: 
segue          Father/Daughter Dance
segue          Mother/Son Dance: 
10:00          Dancing:
11:55          Last Dance: 

At the end of the event I felt really bad for this client knowing how much better it could have been.  I have every bit of confidence that the final scenario would have gone perfectly had it just been myself and the banquet manager....I've done it hundreds of times before.


Another pet peeve of mine in this industry is vendors who like to venture out of their lane.  Like the Entertainment agency owner who likes to adjust the way the caterers table display is set up; or the catering sales person who wants to dictate every aspect of how an event will go instead of just focusing on their responsibility which is the food.  This would be the same as me telling the chef how to prepare and present his meal.  Unbelievable and of course something I could never imagine doing but you'd be surprised how many folks I run into who want to tell me how to run an event, even after agreeing to work from the Order of Events I had prepared (from which we guarantee we'll get all the vendors to work.)

On the 31st I had an event at an inner-harbor hotel where the catering sales person was really a wannabe-planner but I'm guessing preferred the steady pay and benefits of being a hotel employee.

Here is what my client had clearly indicated they wanted:
7:30            Cocktails: 
8:30            Invite guests to their seats 
8:40            Entrance: 
segue          1st Dance: 
segue          Welcome Speech: 
8:50            Meal: 
At end of meal-> Toasts:   
segue            Father/Daughter Dance: 
segue            Mother/Son Dance: 
segue            Dancing:
11:00            Cake Cutting:
segue            Dancing:               include countdown to midnight and Auld Lang Syne

12:25            Last Dance: 

Here is what catering-sales/wannabe-planner dictated:
7:30            Cocktails: 
8:25            Invite guests to their seats 
8:35            Entrance:  
segue          1st Dance: 
segue          Welcome Speech: 
segue          Toasts:  (now scheduled here because he had his staff pour the champagne before doors 
                                 opened.)
8:50             Meal:   
segue           Father/Daughter Dance: 
segue           Mother/Son Dance: 
segue           Dancing: 
10:30           Cake Cutting:
segue           Dancing: 
11:30           Midnight buffet opens
segue           Dancing:               include countdown to midnight and Auld Lang Syne

12:25           Last Dance: 

Funny thing about this was that aside from just prior to the event, I barely saw the guy all night...yet he had to tell me how and when everything would happen via his slightly different Order of Events.  He had no idea how things were actually going since he was out of the room and I was the one making them happen--aside from serving the food.  He actually finally came out of hiding just prior to scheduled time for cake cutting and told me to do it after the current song.  Turned out we couldn't do it then because the groom had slipped away to the bathroom, something this wannabe should have a) noticed, or b) prevented, since he so badly wanted to be completely in charge of the event.  

Finally, the most unseemly aspect of this event had to do not with him venturing out of his lane but with the unethical up-selling he did to this client.  Bride & Groom had a larger than average attrition rate....they were originally planning on 100 but ended up with 70.  Normal attrition is 20%.  Nevertheless, this was not just a two course meal plus cake service as most are.  He had up-sold them salad, intermezzo, main course, dessert, cake with coffee service, and midnight buffet.  Not surprisingly, the midnight buffet was barely touched.

There are a handful of planners with whom we've worked who are absolutely stellar but there is one who is our all-time favorite and who we can wholeheartedly recommend: Tabitha Roberts at http://www.robertseventplanning.com

Jeff Adams
(In spite of his only 46 years on the planet, Jeff has been involved with weddings and other high-end events since 1975)

Friday, April 5, 2013

Check out our new client features/functions portal!

We are super excited to offer this new level of convenience for our clientele.  Now our website is truly one-stop-shopping for all the music and planning of your event...and it is always available however you may access the internet.

I also want to take a minute to say: Thanks again to some of our recent clients: PDRI, N.Glen Elementary, The Schocks, The Copares. We just love what we do!

-and-

We are looking forward to some upcoming events with: ACS Prom, the Clay wedding & the Pattan wedding. can't wait to see all those happy dancers!

Monday, September 19, 2011

Congratulations Chuck & Maya



Last Saturday I had the pleasure of working at the picturesque Mt. Airy Mansion in Upper Marlboro, MD. It was a lovely crisp day, the kind you only see in early fall.

Chuck and Maya chose a beautiful, modern color scheme of aubergine & chartreuse with sleek silver and white accents. Everywhere I turned, there were fragrant flowers displayed in clever ways.  The guest table featured manzanita branches dripping with purple orchids, and crystals. The wall of the bar was lined with glass pillar vases with orchids submerged in water and topped with a floating candle. However, nothing was as striking as their ceremony space in the lower garden. The dramatic white staircase lead to a brick pathway which served as the aisle. Lining that aisle were tall, pomander style floral arrangements that would double as the centerpieces during dinner. At the end of the aisle, stood a striking double arch made of twisted branches, vines, and flowers.  It looked  so natural, as if God had reached down and bent it into shape to bless this day for Chuck and Maya.


The officiant came to me and asked for a microphone. Though I wasn't aware of this need beforehand, I quickly made it work by running 70' of cable and a microphone to the garden below where I had discreetly set-up 2 self powered speakers.

Maya wore a sleeveless v-neck gown with a full satin skirt. The gown's bodice was hand beaded with thousands of crystals. She wore glamorous makeup, simple earrings, and a clean, classic, updo which she finished off with a delicate crystal headband. She was stunning! Chuck, dressed in a sharp black tuxedo, proudly waited at the alter for his bride.

The ceremony was brief, beautiful and sprinkled with laughter. And as the guests entered the mansion to enjoy cocktails, I began their chosen playlist of Brazilan bossa's and jazz. As the hour came to a close, the catering staff and I invited the guests to take their seats. The wedding party met me in the bar when they finished their photos. We went over pronunciation and a few instructions for the first sequence of events to take place.


Karin, the mother of the bride, wore a spectacular black gown with a portrait neckline, it's skirt covered in black rosettes. Sho-yeen, the mother of the groom, is sweet & soft spoken and wore a purple gown. The bridal party entered to the sounds of Daft Punk's "Digital Love". What a fun and different choice! We segued into Chuck & Maya's first dance, Louis Armstrong's "La Vie en Rose." They warned me that they were not very good slow dancers so they had me trim the first 80 seconds off the tune. I think they looked darling during their dance. :-)







The dance was followed by a welcome speech by Maya's dad, a few toasts by their friends, and a blessing by officiant, Rev. Starlene Burns. The guests dined happily on delicious fare from Pineapple Alley Catering, unaware of the surprise which Chuck and Maya had for them. As dinner drew to an end, we were all treated to a traditional Chinese Lion Dance performed by dance troupe "The Wong People." That's a clever, kitschy name, isn't it? The roar of live drums and cymbals filled the room with such a fiery, celebratory energy! What a treat! People were certainly ready to dance after that!

I opened the dance floor with some classic R&B, funk, and motown. Chuck and Maya's friends and family formed big Soul Train style lines and took turns dancing down the center. Throughout the night, guests hit the floor for everything from classic rock to hip hop. Chuck and a friend of his even commandeered my mic to sing along with Rusted Root's "Send me on my way." They were hilarious and so exuberant that they pulled the mic cord right out of the microphone! It took them a few seconds to realize I hadn't turned them off for being too loud. :-D

The party was so much fun that I hated to end it with that dreaded last song. However, pesky noise ordinances have a way of putting the kibosh on merry making. Before heading out on the chartered bus with their friends and family, Chuck asked if he could give me a hug, which made his surrounding family laugh. Before I could answer, he gave me a quick hug and said "Thanks for being awesome! We had the best time!" I said "No, thank you guys for being so easy to work with and so much fun! It makes my life so much easier."

Congratulations Chuck and Maya! I so enjoyed sharing in your most special day! Have a fantastic honeymoon!







Thursday, September 15, 2011

Congratulations Mike & Lauren



This past Saturday was the most popular wedding date of the year. 9/10/11. What a great date! And so easy for a new husband to remember. ;-)

I was fortunate to be working with some of my favorite vendors again- Ken's Creative Kitchen and Watermark Cruises. Both companies are fabulous at what they do and their employees are efficient, pleasant, and easy to work with.

We set sail from Annapolis on the Catherine Marie with the beginning of a beautiful sunset at our back. As the guests mixed and mingled, I played an easy going set of big band and jazz from the 20's thru the 40's. Shortly into the cocktail hour, I had the pleasure of meeting Mike and Lauren as they were finishing their photos at the bow of the great Catherine Marie. Lauren was beautiful in her elegant, strapless, lace gown. She carried a stunning cascade of white phalaenopsis orchids, creamy calla lilies, and hydrangeas. Mike looked the part of the handsome "man in uniform" in his crisp Navy whites.

Mike and Lauren are warm, genuine, down to earth and very much in love. I knew their magic would be infectious that night. Before the guests headed to the lower level of the boat for dinner, I gather them all on the top deck for the grand entrance and first dances. It was a tight squeeze, but what's a little extra elbow rubbing among friends? ;-) Mike and Lauren's first dance was to U2's version of "Unchained Melody". What a fun twist on an old favorite! Their parents, Dr. & Mrs. Faust and Dr. & Mrs. Hanzel, took the floor for the next dance to the Elvis classic "I can't help falling in love with you".

The evening flowed in a nice, comfortable manner. The ocean breeze was gentle and welcome in the late summer heat. We stayed on schedule when the time came to cut the cake- a darling 6" round atop a mountain of brightly decorated cupcakes. Following the cake cutting, members of the wedding party took turns passing my mic to offer up warm wishes for the future and sweet anecdotes of Mike and Lauren's courtship.

I love this part of my job, it is one of my favorite things about what I do for "work". I get to learn more about my brides and grooms from the people who know and love them most. Mike and Lauren are both Naval officers whose romance blossomed when Lauren was sent to replace Mike at the post he was leaving. If that isn't the start of a modern American romance, I don't know what is!

The night continued with laughter and dancing. Before we knew it, the relaxing harbor cruise was coming to an end. Lauren and I had come up with the idea for her to toss her bouquet to her single girlfriends from the bow of the boat after everyone had disembarked.

I'll never forget how fun this was! Downtown Annapolis was buzzing with tourists, locals, and revelers attending the Inaugural Annapolis Irish Festival. Mike and Lauren's guests waited happily on the dock for the happy couple to exit. I had aimed a speaker, located on the top deck, so that their guests could hear the song choice for the event. (We were too far away from my equipment, so I didn't use the microphone for this.)

As Katy Perry's "California Gurls" blared, I cupped my hands to my mouth and shouted "Okay girls, we're gonna do this on... 3...2...1...." and Lauren tossed her gorgeous orchids to the eager ladies behind her. The flowers were snatched in mid-air by a sweet faced pre-teen. It was a bit movie-like and, forgive me if this is cheesy, symbolic. A lovely bride passed along the dream of Mr. Right and a white wedding to the next generation. Who knows, maybe I'll get to help that girl's wedding dreams come true one day. :-)

Yes, I get callouses, I break my nails, and I don't have much of a social life during wedding season, but I wouldn't change a thing. I am blessed to be a fly on the wall for the making of one of the most indelible memories of a couples life. What an honor!

Congratulations Mike and Lauren!

Tuesday, September 6, 2011

Color me Wed!

I don't know about you, but I could get married every year and have an entirely different theme. 
I LOVE color!
After more than a decade of weddings, here are some of my favorite color palettes.

Dove Gray & Canary Yellow

Chartreuse & Aqua

Navy Blue & Hot Pink

Green & Purple

Muted Turquoise & Orange 

Lime Green & Red
Red & Aqua


What are some of your favorite color combinations?

In the beginning...

*Jeff began his DJ career in 1989, Cheryl began hers in 2000. Both worked as sub-contractors for other DJ services prior to founding www.Elan-DJ.com, inc. in 2004.*

When we started our business in 2004, we weren't exactly sure of what we were getting into. What we did know was that we wanted to carve out a niche for ourselves in the wedding industry. We wanted to set ourselves apart from our competitors and exceed expectations. We had skill, a good work ethic, willingness to learn, and passion for music. We hoped for success & growth and began to build our business. What we didn't know was how much fun we would have along the way!

Jeff & I have been very happily married since 1999. :-) I imagine being married to your business partner would be difficult for most people. However, being in the wedding industry constantly redirects us in our own relationship. Seeing couples begin their journey together reminds us not to take each other for granted. Personally, I love to see all of the fabulous ideas that my brides come up with for their decor, food, and music! You ladies are exceptional and I thank you for the inspiration you have brought to our own family parties. ;-)

As Jeff and I continue on our journey together, both professional and personal, we would like to thank all of you newly minted Mr.'s & Mrs.' for breathing new life into our own love story. Congratulations and we wish you a lifetime of laughter and love!