Questions:

• I like the look of the Your Perfect Night Disco packages; how do I get a quote for my event?
• I like your quote, how do I book Your Perfect Night for my event?
• When and how do I pay the DJ?
• When do I pay the balance of the Fee?
• What do the booking status codes mean?
• Is Your Perfect Night a Disco agency?
• I want to choose the music that you play, do you accept playlists?
• How will you be dressed; I don’t like the idea of a DJ in Jeans or rude T-shirts?
• I went to this party and they had a great ‘Thingy Light’, can I have that at my party?
• How many members of Your Perfect Night staff will attend my event?
• What facilities will I need to supply for the DJ?
• Should I supply refreshments for the DJ and crew?
• What areas do you cover? Can you supply a Disco at the Royal Thingy Hotel in Whatsitford?
• We’ve chosen a song for our first dance, how can we make sure you will have it?
• Are the access routes into the venue important?
• My friend’s quote for a Your Perfect Night Disco was much cheaper than mine, how comes?
• I’m planning a fund-raising Disco for a charity, can we have a discount?
• I want to chat to the DJ who will be playing at my party, how can I get in contact?
• Do you do Children’s parties?
• At the last wedding I went to, the Disco was setting up during the speeches; can you setup early?
• I need to hire a generator, what are the power requirements for a Your Perfect Night Disco?
• Is Your Perfect Night reliable?
• My mate says he can do a Disco for £150; why is it so expensive to book a Your Perfect Night Disco?
• Can you provide background music and microphones for the speeches at my wedding?
• Does Your Perfect Night do Karaoke?
• It’s 11:50pm, we’re having a great time but the DJ is only booked until Midnight, can we extend?
• How many guests can your sound system cope with?
• I need to change details such as venue, times or dates, what do I do?
• I need to cancel my booking; Why isn’t the deposit refundable?

Answers:

I like the look of the Your Perfect Night Disco packages; how do I get a quote for my event?

The easiest way to get a quote is to visit our website at www.yourperfectnight.co.uk and click on the “contact us” link. The online form will collect all the information we need to produce your quote which will be emailed back to you within a few hours. You can request a quote by telephone but you will need a valid email address to receive the quote and subsequent documentation.

I like your quote, how do I book Your Perfect Night for my event?

Once you have reviewed the quote and confirmed that it is suitable for your Event then just reply to us by email and we will start the booking process. Let us know which Disco package you want to book and we will start creating the booking contract for you to sign and return with the booking deposit. We may need more information to complete the contract document for you so we may email you back to gather all the required details.

When and how do I pay the DJ?

When you make the booking we will require a deposit to secure the booking (normally 25% of the total fee.) The easiest way to pay this is to send us a cheque when you return the booking contract by post. We can accept card payments but transaction fees are applicable.

When do I pay the balance of the Fee?

The balance of the fee is payable to the DJ in cash only at the beginning of the night. As per Musician’s Union Terms and Conditions, the fee must be paid to the DJ before the performance commences. If you want to pay the balance in advance then you are welcome to pay the balance by cheque, but this must be posted to the office at least 10 working days before your Event commences to allow the fee to clear before the DJ starts work. We can accept card payments but transaction fees are applicable.

What do the booking status codes mean?

We have several categories to help us describe the status of your booking. The table below will help you to identify if your booking is subject to a contract and how secure your booking is in our diary.

Is Your Perfect Night a Disco agency?

NO, absolutely not! We do operate professionally with formal documents that look like some agents use, but we are not an agency; our DJs are directly employed by us and are carefully selected to make sure they operate within our very high standards. Some of our DJs use their off-days to work in local clubs, but other than this they work exclusively for us.

I want to choose the music that you play, do you accept playlists?

We are more than happy to play requests or use pre-arranged guidelines. We would discourage rigid playlists as this can restrict the DJ's creativity. When constructing guidelines for the DJ, please consider that the music you like to listen to at home or in the car may not be right for the dance floor, but please let the DJ know of any special tracks that you would really like to hear at your event. But this is your big day, so if you want to specify the playlist track-for-track then please go-ahead, or even give us your iPod with a playlist and the power lead and take 100% responsibility for the tunes.

How will you be dressed; I don’t like the idea of a DJ in Jeans or rude T-shirts?

On arrival and during the set-up, our staff will wear our corporate work clothing. Once the Disco is ready and the venue prepared, we change into evening dress – smart corporate work-wear. If you prefer not to have the DJs in uniform then they would be happy to dress in smart casuals or if you are planning a very formal event, then for an extra £25 you can have the DJ in a DJ (Dinner Jacket.)

I went to this party and they had a great ‘Thingy Light’, can I have that at my party?

We’ve got lots of optional extras that can be seen on our website at www.yourperfectnight.co.uk. If you can’t see what you are looking for then just send us an email or call the office and we’ll try to find the effect you want.

How many members of Your Perfect Night staff will attend my event?

The number of our crew present at the Event will depend on the size of the Disco package booked and the access to the venue. The Bookings office will be able to confirm for sure how many crew members will be present, but as a rough guide, Show 3 and Show 2 bookings will be operated by one or two persons, Show 1 and Show 1 - Go-Large bookings will be operated by three persons and the Mobile Nightclub will require up to five crew members.

What facilities will I need to supply for the DJ?

Generally, our DJs are self-contained, so they just need a flat surface to setup on. If you have a venue with a fixed stage, then the DJ will be happy to use this, but the Disco packages normally look better when sitting at the same level as the audience. The venue must be safe and covered (e.g. if this is an open-air function then we will require a securely covered area to protect the staff and equipment in the event of rain.)

Should I supply refreshments for the DJ and crew?

Whilst the crew members don’t expect a five course meal, if you are catering for your guests or providing a buffet then the crew would appreciate the offer of some food and liquid refreshments! We don’t allow any staff to be inebriated while on-duty so any more than one alcoholic drink is a no-no. Please avoid embarrassing our staff by buying them alcoholic drinks.

What areas do you cover? Can you supply a Disco at the Royal Thingy Hotel in Whatsitford?

Our office and DJs are based in the South West of England, but we operate across the UK and beyond. Even once the transport costs are factored into your quote, we are sure that you will still find that our services are good value for money.

We’ve chosen a song for our first dance, how can we make sure you will have it?

We all carry a huge collection of music, but we haven’t got everything, so if you have chosen a very specific track then please get in touch to let us know. Because many tracks have lots of different versions we ask that you send us the right track in advance of your big day. You can send us a CD by post, or MP3 file by email and we will make sure it is send to the DJ in the week before your Reception, but to be on the safe side we would always recommend that you bring the CD along with you.

Are the access routes into the venue important?

Yes, the way we get equipment to the dancefloor area is very important! Getting the equipment into the venue and setup safely is one of the most important parts of the job, so we need to know at the time of quoting if there is an un-reasonable access route to get into the venue. For instance: a level loading bay in a hotel with a 10m corridor to the dancefloor area is considered reasonable access, but access through a working kitchen is not reasonable access; access with one goods lift with level or ramped loading is reasonable access, but travel of over 30m from the load bay is not reasonable access. Any more than a few stairs is also un-reasonable access. If your venue does not have reasonable access then it’s not a big problem as long as we know about it in advance so we can make sure the quote includes additional crew members to make the setup safe. If we arrive at a venue with a normal number of crew and the access routes are un-reasonable then we may not be able to setup ready for your start time; unreasonable access routes can add up to 90 minutes to the setup time and in extreme cases it may not be possible for the crew to setup at all. If you are in any doubt whatsoever then please don’t hesitate to contact the booking office by email for more advice. If the venue is new to us, then we would be happy to meet you at the venue to survey the access routes and advise appropriately.

My friend’s quote for a Your Perfect Night Disco was much cheaper than mine, how comes?

Prices do change depending on the time of year and day of the week of your event; prices are more expensive during our peak times in December and May thru September, so off-peak quotes are often discounted to encourage off-peak bookings. Travel costs are also taken into account when we construct a quote, so if your Event is further away from our closest DJ then this may account for additional charges. Quotes for Events on Sunday thru Thursday are also sometimes discounted (excluding Bank Holidays.) Quotes are constructed by our DJs on a rota, so there is likely to be some fluctuations depending on the creator of the quote, but if you let us know the booking number of the previous quote then we will try to match the price, or provide details to explain the increase in fees (e.g. additional hours, unreasonable access)

I’m planning a fund-raising Disco for a charity, can we have a discount?

We support a number of local charities and are not currently planning on increasing our level of support, but depending on the profile of the event, we may be interested in exchanging advertising space for a discount on the fee.

I want to chat to the DJ who will be playing at my party, how can I get in contact?

You can give us a call in the bookings office on 0845 867 8371 and chat to a DJ or leave a message and a DJ will give you a call straight back. We normally assign specific DJs to events around 2 weeks in advance of the function, and the DJs will always call you on the Monday before your weekend event (or Thursday before your Midweek event) to confirm details such as times, access and first dances for weddings, etc. If you want a specific DJ assigned to your booking then just mention this in your booking email and we can assign them straight away.

Do you do Children’s parties?

We are happy to quote for any function, but we are not very competitive when comparing us against specialist Children’s entertainers. We can cater for events for young adults as our DJs and Crew are CRB checked; we would be happy to provide a quote for your school or college prom or party.

At the last wedding I went to, the Disco was setting up during the speeches; can you setup early?

Yes, absolutely! Normally our crew will arrive around 90 minutes before the start of your function to setup for the event, but if you would like the equipment to be setup during the morning or early afternoon, then specify this when you ask for a quote and we’ll factor the extra time into the quote. If you have already booked and want to bring-forward the setup time, then let us know by email and we can give you an estimate on the extra costs (roughly £15 per hour required prior to the function start time.) If you are sharing the same function room for your wedding breakfast then this will reduce the turn-around time between your afternoon and evening function, and you will be able to use the DJ microphone for your speeches with no extra charge.

I need to hire a generator, what are the power requirements for a Your Perfect Night Disco?

Power is important; the Disco will require from 20amps to 50amps depending on the Disco package booked. This means that if your Event is being held at home, then at least two independent domestic power outlets will be required to power the basic disco. Please remember that a double adapter or 4-way power block cannot be used to increase outlet load, the outlets need to be separate sockets which can only be on the same circuit as if it is capable of the total load or more. If you are using a barn or temporary structure, then you may need to consider hiring a generator to supply enough power for the event. The table below shows recommendations for generators depending on the Disco package booked. We recommend that you order a second generator to ensure that backup power is available in the event of generator failure. The generator recommendations have been overrated to allow sufficient headroom to ensure the generator is used within its capability. If you need any more information then please contact the booking office. We do have some generators in our hire stock so please get in touch before booking your generator; If we are unable to supply a suitable generator from our stock, then we also have trade accounts with 3^rd party generator hire companies which may be cheaper than booking direct.

Is Your Perfect Night reliable?

Absolutely! Your Perfect Night has been operating for over 10 years, but our DJs have combined experience of over 100 years, in all this time we have never let down a client and never will! We usually have a spare DJ or Engineer on stand-by to step-in in the Event of a break-down or last-minute illness. All our vehicles are regularly serviced and maintained to reduce the risk of breakdowns and we have a comprehensive computer system to prevent any risk of over-booking. We understand that you may be concerned about no-shows because there are many unscrupulous companies in our industry who will take the highest fee and let-down the rest, but please be assured that once your contract with Your Perfect Night is signed, we are bound by law and honour to perform at your Event and it would take an act of God to stop that happening!

My mate says he can do a Disco for £150; why is it so expensive to book a Your Perfect Night Disco?

As with any purchase, whether it’s a luxury yacht, a pair of shoes or a pizza: You get what you pay for! We are the first to admit that our Disco packages are not the cheapest on the market and you could easily half our fee by looking through the Disco category in your local yellow pages. We fully understand that many events do not have the budget to justify one of our Disco packages and we would not hold any grudge at all if you choose one of our competitors. It’s very expensive to make sure that everything is done professionally and 100% by-the-book, so if you find a local DJ who offers services very cheaply then it would be worth checking to make sure that they have Public Liability, Employers Liability, and Event Cancellation Insurance, Digital Media Storage Licenses, Public Performance Licences, Musician’s Union Membership, Backup equipment and personnel, Reliable equipment and vehicles, Smart and Professional crew members who do not smoke or drink, and most of all, do they have the image that you want for your event? Let’s face it; your Wedding could be perfect with the perfect Partners, the weather could be perfect, the reception perfect, the venue perfect, and the food perfect; but if the entertainment isn’t perfect then your guests could go home with poor memories of the night.

Can you provide background music and microphones for the speeches at my wedding?

We can offer complete packages for weddings including music for the ceremony, microphones, video or data projectors for multimedia speeches, band lighting and PA, architectural lighting, safety lighting or anything else with a plug on it. Please contact us with your requirements for a custom quote.

Does Your Perfect Night do Karaoke?

Yes, Karaoke is an optional extra available for any of the Disco packages, but it’s important to remember that our DJs are professional DJs and not Karaoke Jockeys. If you booked a specialist Karaoke show, then the KJ would sing the first few songs to try and get the crowd started and then offer the mic out. No-one wants to hear our DJs sing... no-one!

It’s 11:50pm, we’re having a great time but the DJ is only booked until Midnight, can we extend?

Yes! Subject to negotiation, performance licenses and noise curfew rules (and reason) the DJ will be happy to play on until the party is over. As a rough guide, the DJ performance fees are £60 per hour, so bear this in mind when asking the DJ to extend, and please check with the venue (or neighbours if you are at home) that this is okay with them. Please consider carefully if the Event would benefit from an extension; if there are only a handful of people remaining then you may prefer to enjoy a late drink in the bar rather than keeping the neighbours awake.

How many guests can your sound system cope with?

We use High-Quality sound systems capable of superb quality and performance all-night. The size and capability of the system will depend on the Disco Package booked; the table below gives details of the sound systems includes with each Disco package. If you are planning a larger Event then we would be happy to quote for the use of any of our higher-powered systems from our 12kW Drum ‘n’ Bass rig up to our 48kW long-throw line-array concert PA system suitable for events up to 10,000 guests.

I need to change details such as venue, times or dates, what do I do?

Please reply to your booking email and let us know what changes you need to make. If you are increasing the performance or setup time then additional costs may be incurred. If you are changing venues, then in the Event of more complex access routes we may need to add additional crew. If you need to change the date of your function, then we will attempt to reschedule the event, but if the new date for your venue is fully booked then the booking may need to be cancelled or subcontracted to one of our recommended Event partners.

I need to cancel my booking; Why isn’t the deposit refundable?

In the Event of a cancellation, depending on the notice given, there is a risk that the DJ may remain unutilised and will then lose their income on that night. The Deposit goes part-way to compensating the DJ for this loss and partly covers the administration time to process the paperwork. If you cancel the booking within a few weeks of the event, then further cancellation charges are applicable, please see the Terms and Conditions on your contract for more details. Under certain circumstances (notably if the DJ is reutilised) the deposit can be used partly to book a Your Perfect Night Disco for another event, please contact the booking office for more information.

YPNFAQBG v1.3 - 14 August 2009

Download the FAQ and Booking Guide in PDF format: here