Party Pros: An Overview of Your Team

Not sure what you need for your party? Here's our guide to who's who and what's what.

You've set a date for the big bash, but what's next? You'll need to hire a platoon of vendors (who fit your taste and your budget) to make your party dreams come true. Here's some expert advice to help you find the right party pros for your celebration.

When you're starting out, get referrals from event coordinators, friends, coworkers, neighbors, pretty much anyone with a suggestion. Based on those referrals, schedule interviews and prepare a list of questions. Be an informed, discerning customer, not someone who's grateful to sign on the dotted line. Remember that you're in charge -- the vendors you hire work for you.

BAND
Music sets the mood for any party, so if you're going pro it should be your first booking -- right after you've set a date and chosen a location. The type of musicians you hire -- a ten-piece orchestra, a rock band, a jazz ensemble -- will depend on what type of party you're throwing and the venue. Listen to a demo tape and drop by some live gigs if possible.

Party Pointer:
The most important caveat when dealing with vendors? Contracts! Make sure you sign one with every professional you hire, and make sure the contract lists all details: dates, times, and exactly what you'll get (and what you don't want) from the person or company. That way, you'll have recourse in case something goes wrong.
DISC JOCKEY
Do you want a mellow, smooth-groovin' DJ for your parents' 30th anniversary or a flashy, high-energy tune-spinner who'll wow the crowd at a Sweet 16? Don't hire a DJ sight unseen. Make sure you meet with professionals in person so you get to know their personalities. This will ensure it's the right person for your party -- some might even have videos that show off their talent as an emcee in action. Be sure to make a point of calling past clients to ask specific questions about the DJ's style. For example, "How did XYZ DJ interact with your guests?" And as a follow up: "Was that what you requested?"

PHOTOGRAPHER
Who will capture your fete on film? The studio owner, whose portfolio is so dazzling you want to book him on the spot? Or a staff photographer you might not have spoken with at all? It's imperative to see samples and perhaps a proof set from the photographer who will shoot your party -- and to emphasize that you really want this photographer, not another staff member. Keep in mind that proofs (the initial, un-airbrushed shots the photographer shows you after the party) aren't perfect: There will be hits and misses. On the plus side, viewing proofs will give you a better sense of the photographer's ability.

VIDEOGRAPHER
You want your videographer to be as unobtrusive as possible. Their mere presence can change the entire party atmosphere. Blinding lights for a special anniversary dance are likely to detract from the romance. Find out if the camera will be on a tripod or shoulder-mounted, and ask how much supplemental lighting is needed. Try to find a videographer who shares your vision. Party Pointer: Specify which guests you want interviewed and how you'd like the videographer to approach them.

CATERER
Hidden catering expenses abound in the form of service (waiters and bartenders), equipment (plates, silverware, and linens), and bar items (liquor and garnishes). Don't ask about the base food cost -- find out the cost per person including these extras. Ask the caterer to prepare a tasting before you finalize the menu, so you'll know exactly what's on the menu.

FLORIST
Want to decorate with flowers? Finding first-rate flowers depends on finding a florist who shares your tastes and understands your vision. Look at samples a florist has done, and discuss prices for flowers you prefer. If they're too expensive, ask how to get the same effect with cheaper blooms and greens. Know which flowers are costly and which are cost effective [as far as looking great the longest, not having too strong a scent, or not wilting early]. If cost is a big factor and you're not picky, let the florist choose what's best at the market that week.

CAKE BAKER
Cakes are priced by the slice -- this price is usually based on ingredients and decorative elements, which vary greatly between cakes. Think ahead: decide what you want before approaching potential bakers. A general price range doesn't help much; you'll fare better if you ask for the price of something specific. It's also extremely important to set the cake's delivery time in stone. That way, the location can prepare for its arrival. If you're planning a separate cake table you'll need to make sure it's dressed and ready for the cake's impending arrival.

 

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