All posts by Mike Urban

Tips from the Pros: Planning the Ultimate Wedding Reception

February 14, 2018planning a wedding reception, wedding dj tips chicago il, wedding reception entertainment tips, wedding reception planning tipsMike Urban

We’ve been to a lot of wedding receptions (6,000+). Needless to say, we’ve been part of some fantastic wedding receptions over the years. Our experience is your gain; we’ve compiled a list of some wedding planning tips that you can use to plan a wonderful wedding reception.

Be picky (and be careful!).

There are (literally) thousands of options for every part of your wedding in Chicago: wedding venues, djs, photographers, videographers, florists, bakers…the list could go on and on. As you research and hire the people that make your dream wedding a reality, be selective and wary of every vendor. Look for vendors that have plenty of experience, back-up plans for those “just in case” situations, and good reviews. Be careful of the low-cost options; you don’t want to scramble on your special day because you hired a sub-standard vendor (use this list of specific red flags to look for when hiring a wedding DJ).

Don’t underestimate the value of a “Cadillac.”

We’ve been around many couples and we know how important it is to stick to a wedding budget. However, don’t get so stuck on numbers that you focus only on hiring the lowest cost option. Vendors that are considered the “Cadillac” of their profession can provide valuable services that are worth a few extra dollars (and don’t automatically assume those vendors are not affordable!). Ask your vendors questions specifically about what they provide to make sure you are hiring the best option for your big day.

Lean on their experience.

Assuming that you hire experienced wedding vendors who have more than a few weddings under their belt (like us with our 6,000+), don’t hesitate to ask for recommendations and suggestions as you plan. Their suggestion may have been done at another wedding, but you can still customize the recommendation into an idea that feels very uniquely you (especially when part of a wedding reception that screams you at every turn!). Put simply, your wedding vendors have been there, done that. Use it. You’ll be glad you did.

Have a plan B.

Anything can happen on your big day. As much as you plan out every detail and minute, emergencies can still arise that can alter your original wedding plan (and we won’t even mention the weather, this is Chicago after all!). Be open to the idea that “just in case” situations do happen, and plan accordingly. Pack an emergency wedding kit. Plan for an alternate venue for your big day or photos if bad weather comes up. Find vendors that can still provide service even if equipment breaks or someone gets sick.

Two-way communication is vital for fantastic results.

There is some give and take when planning a wedding. As much as you need answers from your wedding vendor, be aware that you’ll need to give too (in fact two-way communication while planning leads to fantastic, custom results!). At every meeting, ask your wedding vendor what they need from you and when they need it by. As DJs, we can tell you that we need feedback on songs you want played (and not played), pronunciation help for your family and attendants, vendor information, venue limitations information (possibly not if we’ve worked there before), and any special requests that you may have (more information on what your DJ needs here). Keep track of deadlines, and respond as needed (you’ll be thankful you did!).

Focus on your guests.

Your wedding day is your special day, but make sure you keep your guests in mind as you plan. We’ll give you a few examples. Not every wedding guest wants to dance, so don’t plan on just one form of wedding entertainment. Give your guests choices, such as table games, photo booths, yard (or hall) games, and dance floor games (your DJ can give you ideas) that’ll make every guest enjoy the reception (and talk about it for days or years after-ideas for wedding entertainment here). For guests that are enjoying themselves all night (like those dance floor regulars), plan a late night course that fuels your guests and keeps them going.

Plan surprises!

This phrase sounds like an oxymoron; at a wedding reception it’s a really cool way to make your special day more memorable—and a lot more fun! Plan a surprise at your wedding reception that no one sees coming (and make sure you keep it a secret) for an over-the-top wedding reception (here’s a few fun surprise ideas you can use at your wedding reception). If you’re completely lost, don’t hesitate to ask your wedding vendors for ideas (we can help!) that’ll make your wedding reception feel like a night to remember.

Hiring a Wedding DJ? What to Look for in the Contract

January 31, 2018hire a wedding DJ, wedding DJ contractMike Urban

In your rush to cross off boxes on your wedding checklist, it can be tempting to buzz through the paperwork without a second thought. Who wants to sift through all the fine print on the paperwork? Who has the time?

A better question to ask might be: who doesn’t have the time when your wedding budget is at stake? Put another way, ignoring the fine print on all those wedding vendor contracts can leave you with an unpleasant surprise after your special day—a bill full of surprise charges. Unfortunately, wedding entertainment vendors aren’t immune from those kind of surprises—surprises you can avoid if you read the fine print in your wedding DJ contract.

Length of time covered

One of your first questions to a wedding DJ is “what is the cost?” The answer is usually a number; what is not always mentioned is that the number covers only a certain amount of time. If your wedding reception lasts longer than that amount of time, the DJ company charges a set overtime fee or an hourly charge.

To avoid a huge wedding DJ bill, follow up your cost question with another: how long does that cost cover? If you want to completely avoid the additional costs, cross DJs off the list that charge by the hour. Contact DJs who charge a set fee no matter how long your wedding dance lasts.

Contingency language

Noone wants to be left out in the cold—especially on their wedding day! Ask your wedding DJ about their policy in case the DJ assigned to your special day can’t attend (i.e. from a family emergency, sickness, personal issue) or if any of the equipment fails.

Don’t just take their word for it. When you are ready to book the wedding DJ, make sure all those promises are guaranteed in writing. Review the wedding DJ contract for specific language that promises a contingency plan for instances where the DJ is not available or the equipment breaks down (and be prepared to walk away if there is no contingency plan included).

Payment terms & Cancellation policy

You are responsible for meeting timely payment deadlines, so review the payment terms in the contract closely. Look over the details closely; if any of the fine print makes you nervous, contact the wedding DJ about any points of concern.

A cancellation policy is in place for both you and your wedding DJ; be concerned if the DJ’s cancellation policy covers them and not you. If your DJ has to cancel (a pretty rare occurrence), make sure you won’t be left without the payments you made (it is common practice for the deposit to be non-refundable).

Small Wedding Reception? Use these Big Wedding Entertainment Ideas

January 17, 2018small wedding entertainment ideas, small wedding reception ideasMike Urban

A small wedding reception doesn’t have to be any less memorable than a big, fancy affair. If anything, you shouldn’t be afraid to take a cue from the “big” wedding playbook and scale it to fit your small wedding reception. Make your wedding guests feel like they’re part of a very big day (which it is, for you!) with these “big wedding” wedding entertainment ideas.

Options, options, options

Even if your guests are seated around one (very big!) wedding doesn’t mean they need to feel like they have only one way to have fun. Instead, give your guests different options for fun with table games, wedding dance games (talk to your DJ about games they’ve seen work!), a photo booth, and surprises. Then, do what couples who throw big wedding receptions can’t: reach out to your guests with personal touches at the dinner and on social media (like posting their photo booth pictures or posting the trivia winners!).

Dinner AND reception music

Just because you are hosting an intimate dinner doesn’t mean you can’t have dinner music (and, as a bonus, an emcee!). When you search for a DJ, ask if they can provide dinner music as part of the package. A DJ for dinner music also gives you an announcer that can host a trivia tournament (while your guests are waiting for dinner or desert), announce toasts and other special parts of your dinner program, and can even direct tables to head up to your buffet.

Coordinate special group photos

This is a bonus of a small wedding: the ability to host a special group photo without the faces looking like specks! To pull off the ultimate group photo, ask your photographer for ideas. Choose a DJ that has experience coordinating the photo with your photographer (you’ll need your DJ to announce and make sure the photo is taken at the right time). With everyone on board, you’ll get a memorable memento you’ll prize forever.

Host a tasting

Tastings are a fun food and drink trend—and a fun way to engage guests at your small wedding! Talk to your caterer for sweet food or drink ideas (choose something that fits with your theme). Don’t forget to let your DJ know too; they can choose music and make announcements that take your tasting to the next level.

Fuel the fun

A small wedding may be intimate but it doesn’t have to be short. Set up a full evening worth of wedding reception activities: surprise entrance by the newlyweds (ideas here), wedding dance games (ask your DJ for games that were a big hit at other weddings), group photo, trivia and contests, and late-night refreshments that keep your guests on the dance floor.

Mistakes to Avoid When Hiring Your Wedding DJ

January 4, 2018choosing a wedding dj, hire a wedding DJ, hiring a wedding deejay, wedding dj mistakesMike Urban

You’ve decided to hire a DJ for your wedding reception. Good choice! The next step is to sift through your options and choose the right DJ for your big day. As you sift through your options, make sure you avoid the pitfalls of hiring a sub-par DJ that doesn’t fit with your budget or your expectations.

Being fooled an amateur

There are a lot of self-professed DJs out there with old-fashioned equipment and a play list. Don’t be fooled by their cheap price tag; it comes laden with risks. These amateur DJs don’t have back-up equipment in case their less-than-stellar equipment gives out. They usually don’t have another professional DJ in case they can’t attend (and a close buddy who doesn’t have a lot of experience doesn’t count). Typically, they don’t have a huge playlist of songs or the experience to adapt their song list to the crowd.

How to avoid this mistake: Look for the red flags of an amateur, such as a reluctance to meet at a place of business or unwillingness to show you their equipment. When talking to prospective DJs, ask them if they have back-ups available in case of an emergency (along with these other questions). Be wary of any DJs that don’t answer your phone calls or contact you several times before your big day.

Waiting too long

As much as you want to enjoy your engagement, the best wedding venues and vendors (including DJs) get booked quickly. Many a couple has experienced disappointment because their favorite DJ is already booked on their wedding date.

How to avoid this mistake: Contact an experienced wedding DJ as soon in the planning process as possible. Make sure you’re clear about deadlines, such as when they need the contract and down payment, so you can make sure you have an excellent DJ booked and confirmed for your wedding day.

Not asking the right questions

The only surprise you want on your wedding day is how much fun it is, not hidden fees or an absentee DJ. Not asking the right questions or reading through the fine print can leave you with an unpleasant surprise after your wedding reception.

How to avoid this mistake: Make sure you ask your DJ a full list of questions when you interview them so there aren’t any surprises later. Use this list of questions so you can find out all the important details, such as a full list of fees (and how long the costs cover) and what the back-up plan is in case of emergency (i.e. broken equipment, sick DJ, etc.)

Not getting asked the right questions

Don’t get so caught up in making sure you ask the right questions that you overlook what you’re not getting back from your DJ. It’s easy to be so charmed by your DJ that you don’t notice that they have a one-size-fits-all play list they use at all their weddings.

How to avoid this mistake: Be vigilant about what your DJ tells and asks you. Your DJ should ask you for key information, such as what songs you want played and never want played at your wedding (here’s how to draft the right ‘do not play’ list).

Wedding Planning Procrastinators: 5 Vendors You Shouldn’t Wait to Book

December 8, 2017booking wedding vendors, where to start wedding planningMike Urban

Congratulations on your engagement! We know you want to soak in the glow of your new couple status, but now is not the time to procrastinate in your wedding planning. Put succinctly: you snooze, you lose. That’s right, you lose out on your favorite wedding venue, the best DJ that your guests love, the caterer that makes the most scrumptious finger foods. So get out your wedding planning checklist and start marking off all those satisfying boxes that mean you’ve booked those vital wedding vendors for your special day.

Wedding Venue

You wedding venue is one of the most important decisions you’ll make during wedding planning. Don’t let the importance of this decision push you into procrastination; the best wedding venues’ calendars fill up early. Decide on your budget and style, and hit the ground with venue tours so you can narrow your choices down to one.

Wedding Planner

If you and your fiancé want to bring a wedding planner on board to stay ahead of the process, don’t wait. Hire a wedding planner early in the process so your wedding planner can be involved in the most important decisions and tie them all together into your dream wedding.

Caterer

No one wants to plan a beautiful wedding with horrible food. For that reason, contact your favorite caterer early or ask your friends or family for recommendations. Don’t wait to schedule tastings that can help you decide on the right caterer that you and your guests’ll crave.

Entertainment

If you want to make your wedding memorable, don’t stop at your dinner vendor. Decide on your entertainment for the evening (band or DJ?), and allocate dollars accordingly. Your event entertainment makes a big impact on your guests’ enjoyment, so don’t skimp when it comes to hiring the best (set up an initial meeting to find out who you’re hiring).

Anyone you really want

The best photographers, caterers, and videographers get booked early. If you have a favorite wedding vendor, don’t wait. Set up an initial meeting with your DJ and get a contract. Contact your favorite baker. If you don’t have time, contact a wedding planner. Resist the urge to procrastinate and enjoy a wonderful wedding later.

The BEST Wedding Songs for Your Theme

November 20, 2017beach wedding songs, rustic wedding songs, summer wedding songs, wedding theme, winter wedding songsMike Urban

You don’t embark on planning the perfect wedding-themed event without going all out…with wedding décor, menu, even your wedding songs. That’s why we’ve compiled a list of songs to add to your wedding play list (a good DJ should ask for your input!) if you want to create the ultimate theme wedding atmosphere. (If you need any other suggestions, ask your DJ. An experienced DJ knows what songs complement your wedding theme and go over well.)

Winter wedding songs

“Baby it’s cold outside” Idina Metzel & Michael Buble
“All I want for Christmas is you” Mariah Carey
“Have Yourself a Merry Little Christmas” Sam Smith
“Santa Baby” Eartha Kitt
“Feliz Navidad” Jose Feliciano
“Let it snow” Dean Martin

Beach wedding songs (and artists!)

Beach Boys (any song)
“Margaritaville” Jimmy Buffet
“Is this Love” Bob Marley
“You Sang to Me” Marc Anthony
“California Dreamin” The Mamas and the Papas

Summer wedding songs

“Walking on Sunshine” Katrina & The Waves
“Summer Nights” from the movie Grease
“I Can See Clearly Now” Johnny Nash
“Wipeout” The Surfaris
“Summer Love” Justin Timberlake

Rustic wedding songs

“I Don’t Dance” Lee Brice
“Love Your Love the Most” Eric Church
“Me and You” Kenny Chesney
“I Cross My Heart” George Strait
“From the Ground Up” Dan and Shay

If you choose a vintage wedding theme, ask your DJ for song suggestions (he or she can recommend songs that fit the era you’re inspired by). (Use these tips to hire a quality DJ if you haven’t yet). Then, get ready to dance it up to the music that’s part of your wedding theme!

What information does my wedding DJ need?

November 14, 2017information for wedding DJ, wedding DJ infoMike Urban

You should be worried if your wedding DJ doesn’t ask for this basic wedding reception information.

Do Not Play List

Just as important as the songs you want played at your wedding reception (your ‘Must Play List’) is what you don’t want to hear. Craft a list of songs you absolutely can’t stand (we’ve listed suggestions for your ‘Do Not Play List’ here), but don’t go overboard. You hired the expert DJ (hopefully!-here’s how to tell a good wedding DJ from bad here); make sure you don’t limit them so much that they can’t play the songs that get your guests dancing. Proceed with caution if your DJ doesn’t ask about your song preferences; you don’t want a DJ who takes a one-size-fits-all approach and doesn’t customize the play list for your special day.

Name Pronunciations

Help your DJ out so they (and you!) don’t look like a fool. (You’ll never live it down!) Give your DJ the correct pronunciations of your parents, bridesmaids, groomsmen, ushers, and any other wedding VIPs.

Vendor Information

A good DJ is part of a wedding reception team. They make sure to coordinate your first dance with your wedding photographer so the photographer can be in just the right place for the perfect shot. Come to your wedding meeting equipped with any vendor contact information they might need—or get the deadlines from them when they need you to message them with that information.

Venue limitations

Your wedding venue should be one of the first wedding decisions you make—and one of the first wedding planning meetings you attend. Ask your wedding venue about any sound limitations (i.e. curfews, volume restrictions, etc.) and make sure to pass on the information to your DJ. It’ll save you a lot of headaches and help you avoid any penalties for breaking the rules.

Surprises

If you have a special surprise planned at your wedding reception—a spectacular entrance, dance lesson, confetti drop (more ideas here)—now is the time to confide in your DJ. Or, if you don’t have anything planned yet, ask. You hired for your DJ for their experience, so don’t be afraid to tap into their expertise.

Special requests

Sooner rather than later should be your motto during wedding planning. Don’t wait until the night of your wedding reception to spring your special request on your DJ. Mention any special requests earlier in the process so you and you’re DJ aren’t scrambling at the last minute to pull off a big idea—or looking like the dupes that couldn’t bring it together.

Wedding Reception Games Your Guests’ll Want to Play

October 27, 2017dance floor games, wedding reception games, wedding reception ideasMike Urban

Want your wedding to be known as the “fun wedding reception” everyone remembers? Make your guests feel like they’re part of your big day. Hire a good DJ and use these games to make the night memorable (and don’t forget to get your DJ in on the fun!).

I Spy

Years ago, couples used disposable cameras on all the tables to capture fun wedding moments. Now they use hash tags and social media to get spontaneous photos. ‘I Spy’ makes catching those fun moments fun for your guests. The game goes like this: give your guests cards with lists of fun moments (and fun objects) to take pictures of. Include dance floor and photo booth poses (and props) in your list to up the fun factor with props and poses. Make the hunt for photos fun!

Mad libs

If you want to get the guests at your table talking—especially at tables where guests don’t know each other—make it fun with a table game. Mad libs is always a crowd favorite, and a fun way for your guests to pass the time, especially if you have a time gap that you need to fill. Mad libs are also customizable; simply make your own cards about the couple on your computer (with a few strategically fun blanks) and you’ve got a night of laughter. If you hire a quality DJ, get them in on the game too; your guests’ll have fun playing as a group or reading their Mad lib cards from their table.

Table Trivia

This fun and customizable table game is a great way to incorporate your theme into your wedding reception. Simply create your table trivia cards with wedding theme related questions, or type up cards with questions about you as a couple. For a simple twist, make the answers into a customized crossword puzzle.

Wedding Advice

Since your DJ is your emcee for the evening, ask your DJ to give directions for a wedding advice game. Simply put blank cards on all the tables, and request that guests put their best piece of wedding advice on them for the newlyweds. You can collect and read them or ask your DJ for a fun way to make them a fun part of the evening.

Shoe Game

The shoe game can be done with shoes or pictures (on sticks). Either way, it’s a lot of fun for you and your guests! Simply seat the bride and groom back to back, and ask them to hold a shoe (one bride and one groom) in each hand. Have your DJ ask questions with an answer that is either bride and groom (i.e. who goes shopping more, who has more shoes, who takes up more of the closet, etc.) and ask the couple to hold up the shoe with the answer. To involve the guests, hand out paddles with pictures of the bride and groom and ask them to make guesses with you.

Dance Freeze

Dance freeze is just what it says. During the dance, ask your DJ to tell your guests to freeze while dancing. You, and your guests, are going to be giggling all night long at the facial expressions and odd poses.

Indoor yard games

These words may sound like an oxymoron, but don’t hesitate to bring in yard games (that won’t do any damage to your venue). Let your guests play ring toss (glow in the dark?) or bowling and have some fun.

Limbo

This classic game is a crowd-pleaser for the ages. Get out the limbo stick at your wedding reception, and let your DJ take the fun to a new level with their entertaining comments.

From Start to End: Ways to Put Your Wedding Reception Over-the-Top

October 10, 2017unique wedding reception, wedding reception ideas, wedding reception tipsMike Urban

Planning your wedding reception is not as simple as it seems. From dinner to the last dance, there are a million details (or so it feels like!)—and a million ways to make your wedding reception an incredible night (from start to finish).

Unique wedding entrance

Boat, helicopter, sparklers, antique car, red carpet, finish line (more info on unique wedding reception entrances in this post). Start your wedding dance off with a bang—or at least with a unique wedding entrance. Choose a wedding entrance that fits you as a couple or ask your DJ for unique entrances they remember (chances are it’s so distinct that your guests’ll remember it too!).

Cool first dance

Every couple has a first dance at their wedding. Make yours different by choosing a unique first dance; use these criteria to decide what that dance is: 1) that you and your partner can do 2) that fits with your wedding theme. If you need suggestions, ask your DJ. They’re familiar with songs that can make a statement, and can refer songs that fit you and your wedding.

Surprises

Everyone loves surprises, which is why the right surprise is a big hit at a wedding reception. Choosing the right surprise can be a challenge (ideas for wedding reception surprises here), but the moon is the limit. Think fireworks, confetti or balloon drop, celebrity or mascot visit…

“Other” Entertainment

Not everybody wants to “cut a rug” out on the dance floor; make sure you give those guests ways to entertain themselves when they don’t want to dance. Think trivia cards, photo booths, yard games…we’ve outlined a few different ways to entertain those guests who don’t want to join in the dancing (or for those who want to take a break!).

Dance lessons

If you want to give your guests a memorable night, give them a dance lesson they’ll never forget. Bring in a dance instructor who can give your guests a fun dance lesson they’ll remember (and use!) for years.

Late night fuel

If you want to keep your guests dancing, give them fuel to keep going. A late night course of sliders, pizzas, popcorn, or another favorite dish is going to be a big hit with your guests—especially after you’ve gone out of your way to make your wedding reception epic.

Red Flags to Watch Out For When Booking Your DJ

September 27, 2017hire a wedding DJ, hiring a wedding deejayMike Urban

It seems like almost every month there’s another headline about a couple who received substandard services from a wedding vendor: a photographer, videographer, or DJ. That’s why it pays to do your due diligence when hiring your wedding DJ. As a reputable wedding DJ who’s provided quality service to hundreds of clients, we’ve put together a list of red flags that should deter you from hiring a disreputable DJ.

No business address

As tempting as it may be to hire an amateur, that decision can make your wedding another headline. If the DJ you are screening does not have a business address, proceed with caution. Not every amateur DJ has back-up equipment or another DJ to fill in if there is a breakdown or emergency. Additionally, an amateur DJ may not be able to keep their business going for long—possibly not long enough for your big day.

Reluctance to showcase equipment

If your DJ is reluctant to show you the equipment they are using at your big day, that DJ may not be the right DJ for your night. A reputable DJ should be able to show you the high-quality equipment they are using and give you a back-up plan for what happens if that equipment breaks down.

No calls

A good DJ should contact you several times before your big day. Your DJ should want to know what songs you want played and don’t want played at your wedding (more tips on how to craft a ‘do not play’ list here). If they don’t ask, the DJ may bring a ‘one size fits all’ play list to your wedding that doesn’t fit you or your guests’ taste.

Additional fees

When you’re overwhelmed by wedding planning paperwork, it can be easy to sign on the dotted line without reading the fine print. Make sure you read the fine print of the contract—all of it. If you don’t, you could be subject to additional fees or a cancellation policy that holds you responsible for finding another DJ if they cancel.