Get this party started!

There are so many parts to a wedding, mitzvah or party. The ceremony, food, drinks, and dancing are just a few.  Dancing, however, is a major part of any event as it spans the most time. So why is that many vendors insist on setting up shop on the dance floor?  Here are some recommendations to prevent losing time out on the dance floor:

• If you are having buffet stations, establish a time frame for dinner and the time the stations will be removed from the dance floor.  If possible try to get the facility to choose another location for the stations. Also Be sure the catering staff (not the DJ) will offer your guests to have seconds. This will speed up the time it takes to complete dinner. Finally, ask the caterer to serve your vendors when you are being served. As professionals being served dinner is a privilege, not a requirement. However if we are served last, we shouldn’t eat if you are ready to move on and we don’t want you to have wasted your money on that.

• Be sure to talk with your photographer and discuss the formals you want taken.  If possible outline a timeline with the photographer for when they will be taking pictures for the ceremony, cocktail hour, miscellaneous formals, and candids during dancing.  From a professional prospective your best to get all your formals out of the way before dinner to allow yourself time with your guests. You’ll then be able to get out on the dance floor and get those candids….they may be your best images.

• Create an outline of what the videographer will be taping.  Again here make sure that they are allowing you time to eat, be with your guests and have time on the dance floor. If the videographer (or photographer) is showing a slideshow, it is recommended to do this during dinner between the final two courses. If possible do not setup equipment on the dancefloor. If this is not possible doing this during dinner will allow adequate time for setup and breakdown, without interrupting the flow of dinner and moving on to dancing. Ask your videographer to share their outline with the other vendors to help the flow of time.

• Many times the entertainment is on the dance floor and this might be ok so long as the equipment being used is not obtrusive and doesn’t take up a lot of floor space.  This can prohibit people from wanting to be out on the dance floor.  When this is not the case, the entertainment should at least be setup as close as possible to the dance floor. You don’t want music blasting across the room just to reach the dance floor.  I don’t imagine your guests would like this either. In this case an entertainment company with the ability to do wireless speakers would be beneficial.  As a side note it is recommended not to seat the older guests near the dance floor and/or DJ. Talk with your caterer about seating arrangements and place your older guests farther away. You should also ask your DJ to create a complete timeline of events for the evening.

These recommendations will certainly help the flow and atmosphere of the evening. The use of an outline or timeline will also help to maximize the time you have.  Should someone fall behind, it doesn’t mean it needs to affect everyone else. In the end the only one losing out on time will be you. We don’t want that to happen. That is why we will send out our timelines to all your vendors ahead of time. DK Productions provides complete event production services. Coordinating, directing and entertaining. Not just music.

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Tags: Dance floor, DJ, music, Photographer, Timeline, Videographer