What you should clarify with the trade fair DJ before the stand party
Exhibition stand parties have their very own challenges compared to other business parties. The interaction with the trade fair organiser, other exhibitors and the individual conditions on site requires very good planning and detailed arrangements.
As a trade fair DJ, I am booked for events at all major trade fair venues in Germany. For anyone planning a trade fair stand party for the first time, I have put together a checklist here that covers all the important points to ensure a smooth performance from your trade fair DJ. From experience, I can say that good, organised planning is more than half the battle at this point.
Checkliste: Messestand-Party planen
1. Date & times
- Determining the day of the event, playing time and, if applicable, end time (noise protection). This may sound mundane at first, but it is essential to clarify the options with the trade fair organiser in advance. The conditions can vary considerably from one trade fair location to another or even from one trade fair to another at the same location.
2. Venue & parking facilities
- Provide the DJ with detailed information on the name of the trade fair, the exhibition hall and access authorisations. It is essential to clarify these things in advance to avoid unnecessary delays on the day of the event.
- Parking area in the immediate vicinity for quick assembly and dismantling.
3. Room & stand size
- Plan a fixed space for the DJ booth and, if necessary, the lighting/sound system and communicate the number of square metres of available space to the trade fair DJ.
- Plan paths for cables without any risk of tripping-
4. Registration of the party with the trade fair organiser
- Clarify whether the stand party must be officially registered with the trade fair organiser.
- Ask for specifications regarding volume, party end time or other requirements and plan accordingly.
5 GEMA registration
- The organiser of the trade fair stand party is responsible for registering the party with GEMA.
- Check required documents and fees.
6. Technical requirements
- Clarify whether your own technology is available or whether the trade fair DJ should bring their own equipment.
- Clarify with the DJ what technical equipment is required for the trade fair stand party: e.g. sound system, lighting technology, microphones?
7. Power supply
- Clarify the number and position of the power connections on site and with the trade fair DJ.
- Check the power supply: e.g. fuse box and the required power output.
- Determine the power requirements of other service providers/further equipment, e.g. caterers, photo box, etc.
8. Volume control
- Ask the exhibition hall about the decibel (dB) limits that apply to an exhibition stand party.
- Agree a sensitive volume adjustment between the networking phase (conversations) and the party phase (dancing) with the trade fair DJ.
9. Set-up & dismantling times
- Go through internal scheduling: How long are customer appointments planned at the stand?
- What is the time corridor for setting up and dismantling the technology so that trade fair operations are not disrupted? As a trade fair DJ, I have optimised all my equipment for the most efficient set-up and dismantling possible. This allows me to act quickly and to the point, especially with the often very tight schedules.
- Buffer time for sound check and readjustment
10. Coordination with immediate stand neighbours
- In the run-up to the trade fair, send a notice to neighbouring stands that a party is taking place.
- Possible noise or space conflicts with stand neighbours must be resolved together in advance.
11. Musical orientation
- Clarify with the trade fair DJ what is desired: background music for business talks vs. danceable party sound later in the evening.
- Consideration of international audiences at the trade fair stand party: Which languages are spoken and which country-specific music should be considered?
- Book a professional trade fair DJ with experience: because a trade fair stand party requires a good mix of planning and a dynamic response in the evening.
12. Programme points & procedure
- Discuss internally with colleagues which speeches, presentations or show elements are planned.
- Clarify with the trade fair DJ and all those involved what the transition between the trade fair and the evening event should look like.
13. Special features & wishes
- Are there individual music specials that should be scheduled, e.g. corporate jingles or industry songs? If so, provide these to the DJ in advance and agree exactly when they should be played.
- Is a dress code - e.g. business, casual, etc. - desired for the trade fair DJ?
14. Budget & contract
- Put all conditions such as fee, payment terms in writing.
- Contractually stipulate costs for possible additional services such as additional technology, playing time extensions, etc.
15. Alternative solution
- Discuss Plan B with the trade fair DJ: What happens in the event of technical failures? E.g. discuss replacement cables, backup equipment, etc.
16. Communication during the trade fair
- Who is the contact person for the trade fair DJ on site? Both at the beginning of the trade fair stand party and at the end, because the contact person is not always the same.
- Contact options for the contact person on the day of the stand party (mobile phone) for spontaneous changes or urgent questions.
17. Catering
- Are drinks or food provided for the DJ? This is particularly important if the trade fair DJ is working long hours.
Trade fair DJ advises you on planning your trade fair stand party
As a general rule, an experienced trade fair DJ will give you good and comprehensive advice on organising and planning your trade fair stand party. The 17-point checklist for the trade fair stand party can serve as a guide - so you can ensure that you have really clarified all the important points.