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Steve Croce of Silver Sound Disc Jockeys in Philadelphia recently had a client whose over-the-top obsession with music selection was becoming a certifiable nightmare.

Enter Sarah Morrison of Philly’s All About Events, who has become Steve’s favorite wed-ding coordinator.

“The bride,” explains Croce, “had numerous special dietary, lighting and sound require-ments that all demanded a person who could operate outside the scope of performing the tasks and act like the captain of the ship. Sarah helped me avoid what would have become a boiling stomach ulcer.

“Because of my working relationship with this particular coordinator, I was able to explain my annoyances with the bride without her passing judgment on me or deeming me ‘hard to work with.’

“Sarah was able to reassure and pacify the bride into accepting that I was going to do a great job. And I did—enough to elicit a $200 tip from the father of the bride.”

The relationship between the mobile DJ and a wedding coordinator can often be tense. These folks can be a huge help in coordinating everything, actually making a DJ’s job easier. But what about when they get in the way?

We polled DJs about the good, the bad and the ugly when it comes to wedding coordina-tors.

“In my experiences in the past,” Croce recalls, “wedding coordinators were bitter and cantankerous people who lorded their station over DJs, behaving like self-appointed royalty.

“More recently, I’ve found the younger generation to not only be more pleasant and help-ful, but genuinely interested in making every professional in the room look good. As a result, we all can perform more harmoniously and can concentrate in executing the master plan.”

Over the Midwest, K.C. Kokoruz of Spinnin Discs in Arlington Heights, Ill., says his staff works with wedding coordinators on a regular basis, with varying degrees of success.

“Some of them are amazing, while some—just like some DJs—are horrible,” Kokoruz says. “Recently, we were handed an agenda from the in-house wedding planners at a venue, and their agenda was so far off that we finished dinner over 45 minutes before dancing was scheduled to start.

“The bride also called us the day before their rehearsal, saying they would need a ceremo-

By Jeff Stiles

Are Wedding Planners

a Bane or a Bonus?

DJs Chime In From

Both Sides of the Aisle.

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ny system as well. She was up-set about the $300 up-charge, and I know she wouldn’t have been had it been told to her months in advance.

“These planners had actu-ally bragged about how they had worked this venue 30-plus times last year. I asked the coordinator why then did we get a last-minute call for a ceremony system and why was their agenda over 45 min-utes off? They just looked at me cluelessly.”

Kokoruz says he and his staff typically just ignore bad event planners. “Not out of disrespect to them, but we have a responsibility to the client to make sure their wed-ding goes smoothly,” he says. “I realize it may be costing me referrals from these co-ordinators, but I’d rather not work with a bad planner.

“At least DJs need to buy equipment before they get started—all wedding planners need are business cards and a bad gmail account.”

Known in the Southeast as “not the typical female DJ,” Maria Shafer of Orlando’s Music By Maria can attest to the fact that interacting with wedding coordinators is sometimes a sticky subject for mobile DJs.

“To use a sports analogy, typically the DJ works as the quarterback at an event,” she says. “Thanks to the micro-phone, the DJ has the unique ability among the other ven-dors to move and instruct the crowd. Meanwhile, the coordinator works as the coach—delivering the plays and making sure the vendors are all in sync.

“I know some DJs who don’t like working with them, but honestly I think a coach can be a great addition to a team on the day of the game.”

Shafer says that, in when properly trained, a good co-ordinator makes everyone’s job simpler.

“A DJ, for example, is given a timeline rather than hav-ing to create one,” she says, “and it’s usually received a week prior so he or she is more than prepared. Rather than map out the whole event, the DJ only needs to speak to the client about music and introductions. They make sure that people and vendors are in place prior to formalities.

“This may sound minor, but any DJ who has had to cross a large ballroom to chase down a best man prior to a toast knows the value of hav-ing someone sweat those de-tails for them. Coordinators make sure the vendors are taken care of, and it allows the DJ the luxury of being just that—a DJ.”

Still, Shafer quickly con-cedes that, as much as a wed-ding coordinator can simplify the job of a DJ, they can also make things far more difficult.

“Coordinators who don’t communicate well—sending timelines within 24 hours of the event, making changes on the day of the event, asking a DJ to announce something ‘Immediately,’ changing the timeline within seconds of a formality, or remaining out-side the room for most of the event—those coordinators add unnecessary stress to the DJ, as well as to the other vendors.”

Sha fer says that over-coordinating (or too many ‘chiefs’) can also become an issue. “I once worked an event where there were just 54 guests, and the coordina-tor had five assistants with her in the room,” she recalls. “I had no idea who to ask about anything, and spent a lot of time and energy going from person to person asking the same questions.

“The best coordinators understand and respect each vendor’s job and position, and take control without getting in the way. They can give di-rection while still allowing the DJ to be the absolute best at what they do. The event ticks along smoothly, finishes on time, and every vendor comes out looking like a superstar.”

Shafer adds that, at the events dur ing which she works with a coordinator, the higher percentage almost always comes with a nice gra-tuity.

“Most DJs don’t get tipped at each and every wedding they work—although there are some who will tell you they do—but of the weddings in which I work with coordi-nators, I would venture to say that eight out of 10 comes with extra cash at the end of the night.”

Because he often works

with celebrities, DJ Carl Williams in New York City says he’s grateful to book many high-end events due to referrals from wedding planners.

“ H o w e v e r, I ’ v e a l s o worked with some planners who are very one-dimen-sional,” he adds. “Their only concern is how the wedding looks and not how it func-tions or flows. For example, there should always be a clear path from the recep-tion lobby to the dancefloor so that introductions can be executed smoothly. This clear path also accommo-dates the catering staff to service dinner to the guests efficiently throughout the night.

“Another example is to p lace the DJ where one would place a band, which is front and center in front of the dancefloor. This allows the DJ or band to engage with the guests when it’s time to dance and party. Too many times I’ve worked with planners who place me in a corner where there are tables between me and the dancefloor.

“I don’t think placing the sweetheart table front and center and placing the DJ in the corner is the best sce-nario for any event. Many brides and grooms spend relatively little time at their tables during their wedding receptions.”

Williams remembers once working with a wedding planner who actually insisted that his speakers be covered with white linens.

“This has been a real issue for me, because I’ve com-municated that the speakers need air circulation to prop-erly work,” he says. “What makes this request more frustrating is that she’s never asked a band to cover their black, ugly speakers.”

But all in all, DJ Carl is happy to report that he has worked with some awe-some planners who believe in both form and function, and who work hard to make their events stress-free for everyone involved—includ-ing both vendors and guests.

“They recommend the best vendors and a l lev i-ate the micro-managing,” he says. “They understand n

that the event needs to flow from start to finish, with no pressure to stick with times. People are not robots, so if we’re not flowing to the ac-tual designated times then that’s fine. These awesome planners ensure we are do-ing our jobs and helps us in any way possible to make the process simple, easy and fun. Like everything in life, if one takes a balanced approach to doing something it should be successful.”

Back over in Pennsylva-nia, Dave Stephenson of A Time For Music & Memories in Douglassville says he’s en-countered a number of wed-ding coordinators who refer to themselves as such simply because they once helped a friend plan for her wedding.

“It takes more than that, as you also need to understand all aspects of the wedding industry,” Stephenson says, “just like DJs should know about what the other ven-dors do and try to under-stand what their jobs entail.

“I’ve worked with some incredible people who were trained and continue to edu-cate their brides. These are the ones I love working with and will go out of my way to work with and recommend. They carry a lot of weight so I want to make sure I’m in their books.

“Being organized and pro-fessional is the key they look for, and this includes having good equipment and being energetic , fun and easy to work with.”

Of course, Stephenson has also encountered wedding coordinators from hell. “The downside are the ones who have no clue what they’re doing and want to be the boss,” he says. “These are the ones who make your night one that you dread and just want to be over with. I meet with all my brides and go over everything, but sometimes we get some coordinators who want to change things to what they think the bride wants.

“I’ve had a few cases in which I’ve had to go to the bride and ask i f they had wanted a change the coordi-nator said they wanted, and on a few occasions had to tell the coordinator politely to take a break—then tell

them I’m following my plan-ner from the bride.

“Then again, I’ve worked with some—like LEO De-signs and Philadelphia Event Planners—that go above and beyond to make sure their customers walk away with the ‘Wow Effect.’ I wonder how they do it, but those are a few of the ones I’ve had great experiences with.”

Stephenson notes that some DJ companies are now attempting to reach out to clients and offer an attendant for the bride and groom to guide them throughout their special day.

“This is not being a co-ordinator—this is a ‘helper’ that they offer,” he explains. “I think you need to really be trained in that field to be able to offer that service. The bottom line is there are good and bad in every profession, and we need to ask the bride if they have someone who will be running the day and if they’re a true planner or just a friend helping out. Reach out and introduce your-self ahead of the event and ask them how you can help them.”

John Lindsay of Round Up Country Western Night-club in Fort Lauderdale, Fla., has seen it before as well. “We’ve al l encountered a wedding coordinator from hell,” he offers, “and it’s usu-ally someone who’s so glued to their formula and timeline that they’re unable or unwill-ing to adapt as the event un-folds. And with some, if you point out a reason to change something will just get huffy and do it their way no mat-ter what, which has led to some tragic and comical re-sults over my 20-plus years of DJing.

“Sometimes I just want to sic the photographer on them,” he jokes.

Charles Bernard of DJX Studio in Plymouth, Mass., stresses professionalism, no matter the circumstances. ““When a coordinator makes your job impossible,” he says, “just find a way.”

Carlos Russin of 5-Star Entertainment in Belmont, N.H., has a simpler solution. “Just rock it,” he says. “Seri-ously, none of the guests are gonna remember the coordi-nator after the event is over!