Responding in a crisis is one for the DJ lessons I learned the hard way. Lucky for me, I did my training with a DJ company so I had a manager I could call for help. Whether you are just starting out or striking out on your own, you don’t have a higher-up you can call for help. That’s why I decided to write down all of the tips, troubleshooting and other DJ survival skills I could think of. I’ve even put together a cheat sheet at the bottom that you can print out and keep in your DJ bag. You never know when disaster will strike, but you can be prepared.
Your First Line of Defense – DJ Emergency Kit
Being prepared for an emergency starts with your emergency kit. You are only as good as your backups. You should have as much backup music and equipment as you can reasonably carry with the space you have. Think about everything you would need to DJ with and try to come up with the smallest version of it to bring as a backup. For example, you could get away with using earbuds if your DJ headphones broke, even though that is not ideal. It may seem like overkill but it could save your performance one day.
Here’s what you need in your DJ emergency kit, in order of importance:
- Backup Music Source (MP3 Player)
- Extra Headphone Adapter
- Spare Cables (USB, RCA, Power)
- Backup USB Drives (2)
- Spray Deodorant
- Mints
- Business Cards
- Extra Headphones/Earbuds
- Mini Mixer (if possible)
First and foremost, you should always have a backup music source plugged in and ready to go at every event you play. This can be as simple as a small mp3 player like an iPod with a 3.5mm to RCA cable. Load it up with some good all-around music and just plug directly into your mixer if you have a free channel. You want something completely independent of your main laptop and controller. You should be able to just hit play if your laptop crashes. If you don’t have an open input, keep the cable handy to swap out at a moment’s notice. Playing from a backup music source will buy you time to figure out what is wrong, and it is absolutely critical if your laptop should crash. Can you imagine waiting through 3 minutes of dead air for your computer to reboot?
3.5mm to 1/4-inch headphone adapters are dirt cheap and easily lost. I bought 10 from Monoprice when they were on sale for about 75 cents apiece. I keep one stashed in all of my DJ bags and two in my emergency kit. There’s nothing worse than not being able to plug in your headphones at a club because some tool walked off with the adapter by mistake.
Your kit should also have as many spare cables as you can afford. I carry a backup USB cable for my controller, multiple RCA to RCA and RCA to 3.5mm cables, headphone splitters, iPhone/iPad chargers, and a few others I’ve collected over the years. I have at least one backup for each cable in my DJ setup. It all fits into a small zippered case, so I can also throw it in my carry-on for out-of-town gigs. It’s nice to know I have a ton of backup options to fix whatever crap I’m gonna run into at a remote venue.
I don’t have much need for flash drives, but if I was playing a lot of clubs, I would have two full backups of my current playlists on two identical USB drives. Some CDJs will link both decks to one USB drive, but many still in use require separate drives. Though it’s unlikely, you could have a drive get corrupted. Make yourself a safety net by having a full set of backup drives just in case. Don’t forget that you need to clone them each time you update your main USBs.
You’ll be eating, drinking and sweating at most of these events, so mints and spray deodorant will save your hide at some point. It’s all about conveying a professional demeanor. You can’t have a sales conversation if you stink, and you never know who is going to turn up at your event. Be confident by smelling good and you’ll be ready to close your next booking. FYI, I don’t use spray deodorant normally but it works great on the go.
Along those lines, you shouldn’t be caught anywhere without your business cards. Put a spare stash in your emergency kit just in case your main supply is running low. Mints will help your confidence for an impromptu pitch, but you can’t follow up without business cards.
Finally, if you have space and funds, you may want to have spare headphones and a spare mixer in your kit. I found a micro 2-channel mixer from Monoprice, my favorite source for cables. It’s not fancy but it will work in a pinch if all of my other gear fails. And it’s small enough to fit the whole box in my DJ backpack.
I also have enough space for spare Monoprice headphones in my bag as well. At less than $20 a pair, I bought 3 pairs the last time I ordered. I’ve previously raved about these amazing headphones and their unbeatable price. If you don’t have full-size spare headphones, throw a pair of wired earbuds in your emergency kit. They will give you at least a little isolation in your ears. While not your first choice, you’ll make it to the end of the night if your headphones break or get stolen.
What to Do When the Music Stops: DJ Troubleshooting in 8 Easy Steps
Troubleshooting your gear is easy if you stay calm and work methodically. Here’s a step-by-step guide to work through the major issues. I like working in this order because it solves the most common and easiest to fix errors first.
Before You Begin: Did You Just Do Something Dumb?
If you just pushed a button or unplugged something and the music stopped, don’t waste your time with this checklist. Undo whatever it is that you just did and see if that works. I’ve had a song stop dead and thought my system died, only to realize that I just hit pause on the wrong deck. Take a beat and try to figure out what you just did before you get into troubleshooting. If you can’t find the problem in about 5 seconds, start the troubleshooting checklist.
Step 1: Do You Have Power?
I know this one is stupid obvious, but it is easy to overlook in the middle of a DJ crisis. There is a reason that pilots use checklists and follow every step, even the most obvious ones. Start with the simplest explanation and go from there.
Does your DJ setup have any power at all? If you’ve tripped a breaker or the venue lost power, you can’t really do anything until it gets fixed. I like to use power strips with power indicator lights so I can see this very quickly. If you happen to be in control of your own power, do what you can to fix it. Power is the top of my checklist since I played outside with a generator at the Woodward Dream Cruise. I couldn’t figure out why everything went dead at first. I traced power back to the generator and I realized I was out of gas. One quick gas station trip later and I was back spinning tunes for the classic car drivers.
Step 2: Does Your Mixer Have Power?
If you have power to your mixer, immediately start your backup music source. The event can now continue while you troubleshoot the rest of your gear. With your backup source connected to your mixer, you can be playing music in a few seconds. If your backup source is playing but sound isn’t coming out of the speakers, jump right to checking your speakers.
No mixer power? Quickly check both the power cord and the power switch. You can fix these issues in just a few seconds as well. If it’s more complicated than turning your mixer back on, stop and figure out a way to get your backup music playing instead. For me, I would plug my mp3 player directly into a powered speaker and get that playing before I spent any more time troubleshooting. Once you have something playing, you will have much more time to fix the problem.
Step 3: Do Your Speakers Have Power and Level?
If you started your backup music but don’t have any sound, your speakers are the most likely culprit. Quickly check that your speakers are getting power. If you don’t have power to your speakers, turn down their level to prevent any speaker pops or power surges. First, check the power switch is on. If so, you should turn it off before you work on the power cord. Check that the power cord is plugged in, including any extension cords. Next, check that the outlet you are using has power by plugging something else into it. Find a different outlet or get help from someone at the venue if you don’t have power at the outlet.
Once you have power, verify that your speaker level is turned up correctly. If not, simply turn it up some. If you still don’t hear anything playing, confirm that your backup source is actually playing. The problem is likely in your mixer if you have both power and a good source. Plug your backup source directly into the speakers and work on troubleshooting them both together. Be careful not to turn up your speakers too much while you are troubleshooting, or you will get a loud surprise when you get the music fixed.
Step 4: Does Your Laptop/Music Source Have Power?
It should be fairly obvious if your laptop or CDJ has crashed but it could be frozen. Check that your main music source is responding. If not, now is the time to reboot while your backup music is playing.
Be careful if your mixer is integrated into your controller or other music source. Many all-in-one controllers don’t have a separate power switch for the mixer. My Denon MC3000 isn’t an all-in-one, but the mixer is built into the controller. If I have to reboot my controller, it will kill my backup music. However, I can reboot the laptop without any issues. If I had to reboot my controller, I’d plug my backup music directly into my speakers first.
Step 5: Is Your Music Source Actually Playing?
Double check that the source you are trying to get music from is actually playing. This applies both to your main source and your backup source. Again, it’s pretty easy to accidently hit pause on a playing deck. The mistake I make all the time is loading a new song on the deck that’s playing. I prefer DJ software that has settings to protect the playing track.
Step 6: Is the Line Level Turned Up?
Once you’ve confirmed that the music source is playing, work on its output level. Put that source in Cue mode so you don’t play over the speakers. Check first that the line level is turned up. If you have line level indicator lights, make sure you see them bouncing at your typical output level (e.g. in the yellow, just touching peak output).
Step 7: Can You Hear Music in Your Headphones?
Now that you have visual confirmation that the track is playing, check the level in your headphones. If you can’t hear the song in your headphones, go back and troubleshoot your mixer to figure out what went wrong. If you have music playing in Cue, you are almost ready to mix your main source back in.
Step 8: Is the Mixer Master Output Turned Up?
Before you take the track out of Cue, verify that the master output on your mixer is turned up to the right level. When you are ready, mix your main source back in over your backup music and you should be back in business.
If you get dead air when you try to mix in your main source, simply mix back to your backup source and run the troubleshooting steps again.
Drunk Guest
If you’ve got a drunk guest who is causing problems, dial your customer service skills up to the max. Anyone drunk enough to cause a problem is basically a small child, so treat them like one. Keep them away from fragile equipment and keep them from hurting themselves. Speak to them in calm tones with a smile. If they’re asking for a terrible song or something you just can’t do, politely redirect them a few times. If they are still a problem, get help.
Bars and clubs should have staff that can help you deal with unruly patrons, so wave them over. If you are working a private event, flag down the coordinator or any other venue staff that can help get the drunk person away from your booth. If you can’t get someone’s attention, politely send the drunk guest to find someone in the wedding party to help them, even if it’s a ruse. “Oh, I think the maid of honor is in charge of that. Why don’t you go ask her?” Be polite and calm, steer them away from you, and you get back to work.
Dealing With Requests
Most DJ events will have people requesting songs, even if you don’t directly ask for requests. Requests are very helpful to get a pulse of your crowd’s tastes. I’ve had many gigs where someone makes a great request that I hadn’t though of and it triggered 30 more minutes of dance-floor-packing ideas. I strongly recommend you get into the habit of taking requests if your DJ style allows for it. You’ll be surprised how many good suggestions you will get.
Accepting a request is an art form itself. Because I solicit requests, I put out a clipboard that guests can write songs on. That way, I don’t have to stop what I am doing for every person who comes over. It also gives people an idea of how many requests are in front of them.
Be Honest
If I take a request directly from a guest, I don’t make any promises even if I love the song. I thank them for the request and tell them I will do my best. “Great song! I’ll see if I can work it in.” It’s rare that you can get to every request in your allotted time. If you have someone come back to complain that you haven’t played their song, be honest with where you’re at. At a wedding, I usually have a big list of requests from the bride and groom that are my top priority. I’ll tell other guests that, and let them down easy if I am running out of time.
Of course, if you are open to requests, you will get some really bad ones, too. If you get a request that you absolutely cannot play, just be honest. The easiest out is a Do Not Play list. “Sorry, the bride specifically said no Country songs. Can I play you something else?” You may have already played that song, so just let them know politely. Don’t be pressured into playing the same song again. It makes you look like an amateur.
Your next option is just leveling with them. Avoid being a jerk by making no commentary on their taste in music. Try something like, “That song doesn’t really fit with the vibe we’re going for. What else would you like to hear?” I had a high school kid come up at a Senior Prom and ask for Death Metal. I teased him a little bit, but in a nice way to put him as ease. “C’mon man, it’s Prom! There’s no way that song is gonna work. Pick something that more people will like and I’ll play it for you.”
Be Polite
The most important thing in taking requests is to be polite and reserve judgment. You may have noticed what I did above as well. Every time I shut down a request, I asked for a different one. This lets the guest know that I really do what to play them a song, just not that one. Believe it or not, your job as a DJ is all about people pleasing and customer interaction. Sometimes you actually have to talk to the people, not just play them music. Keep your guests happy if you want to get hired again.
Angry Client
If you are doing a great job as a DJ, you will rarely encounter a client who is upset. I really can’t think of a time it has happened to me in the past 20 years. But in my other public-facing jobs, I’ve seen angry people far too often. There are some simple strategies you can deploy with faced with an upset customer.
First, you must remain calm, no matter what the person says. Strong emotions don’t last long when faced with a calm response. Keep your cool and hear the person out. This is your second step. Let them get everything off their chest, with no interruptions. As soon as you start to defend yourself or explain things, you will restart the client’s emotional response. Let them get it all out.
Once they are finished venting, thank them and acknowledge their concern. You don’t have to agree with them, but you have to let them know that you heard them. Then, you put yourself on their side and assure them that you will find a solution together. Something like, “Mrs. Jones, thank you for bringing this to my attention. I understand how frustrating that would be. I want to correct this with you right now. What can I do to help?”
Again, first seek to understand the issue and then work towards the solution. Don’t react to their emotion. The angrier a client gets, the calmer you should get. It’s hard to sustain an argument when only one side is arguing.
I know this is much easier said than done. It will take some practice to get right. Remember that you probably didn’t even make them angry. Clients are under a lot of stress when planning an event. Their emotional issues probably have nothing to do with you. Stay calm and show that you are willing to work with them, and most problems can be solved in minutes.
I go a step further and talk to my clients about crisis management at our initial planning meeting. This is especially important for brides and grooms. I say something like, “One last thing: I know how important this day is for you, and you are going to have a lot going on and a lot of stress. I want you to know that I am going to do everything I can to make your wedding amazing. Know that something will probably go wrong during the wedding. That’s okay, it happens and I promise that we will fix it. The most important thing is for you to relax and enjoy your wedding.” I tell the client I am on their side in advance, and if something goes wrong, I will do everything in my power to fix it.
Other Crazy $#!%
All sorts of unpredictable stuff can happen at an event. I’ve had kids throwing stuff at me, drunk karaoke singers swearing a blue streak on the mic, and a wedding where the best man threw the wedding cake at the bride. Literally anything is possible.
The key to survival is to remain calm and act professionally. You are in control of the sound and you have a microphone. You can take control of the venue at any point. Use your authority if needed to regain control of a situation. I had to politely but firmly tell those kids that I would stop playing if they kept throwing things at my very expensive gear. I just cut the karaoke singers off after warning them once.
In less dire situations, use you DJ skills to read the room and repair the mood. If something bizarre or tragic has just happened, do your best to redirect the guests’ attention to something else. Lighten the mood when you can, but be careful. The thrown wedding cake fiasco I experienced resulted in a screaming bride who stormed off. There’s really no keeping the party going after that, so we stuck with background music for the rest of the night.
Dealing With an Actual Emergency
Similarly, if there is a real emergency, the safety of your guests takes first priority. If there is an evacuation alarm or medical emergency, kill the music immediately to get people’s attention. This will also allow the guests to hear any instructions from the venue’s staff or first responders. Follow their instructions, and offer them a microphone if needed.
You should not be the one to give instructions unless absolutely necessary. You aren’t familiar with the building’s evacuation procedures and you don’t know what the first responders want you to do. Don’t take on the role of a leader because you could give bad directions and put the guests in more danger. Limit your comments to, “Ladies and gentlemen, please quiet down and listen to the venue staff for instructions.”
Just like being on an airplane, if you are forced to evacuate, leave all of your gear behind. Even your most expensive equipment is replaceable. Your life is worth so much more than any piece of gear you want to save.
Can’t Get Paid
The easiest way to avoid having to chase money at the end of a night is to get paid up front. Almost all of my clients pay me in full two weeks before their event. That way there are no questions about who’s paying. I can just relax and give my very best effort without distractions.
However, this isn’t very common for bars and clubs. Those venues typically pay you on the night of the event, after you perform. While this causes some angst on show night, you can do a few things to make sure you get paid.
First, have a conversation about payment when you book the gig. Clearly understand when you will get paid and how much. When you arrive at the venue, find out who will actually be paying you and confirm the amount you agreed on with the owner. You’d be surprised how many times the deal you struck doesn’t get communicated to the next manager. Clear all of this up before you go on stage.
After you play, follow up by seeking out the person you were told to find, and get paid. They may be busy, so be polite but persistent. Follow them around if you have to. Just don’t push too hard or be too annoying if you want to get hired again.
Only go to the extreme level if you get the feeling that you are not going to be paid. Again, be patient and don’t burn any bridges if you don’t have to. But, getting paid feels like a lost cause, pull out the big guns. Ask for the owner, or call them if you have to. Let the other DJs know what’s going on and get them on your side. Stand up for yourself and be a bit pushy. You provided a service and you deserve to get paid. Hopefully, you even have some sort of contract that you can present. If they are giving you the run-around on getting paid, you’re probably not going to play for them again, so do everything you can to not go home empty-handed.
Avoid Gear Theft/Damage
It just takes common sense to protect your equipment. Keep an eye on your stuff at all times. Anything valuable that’s easy to take, like phones, headphones, cash, etc. should be in your eyesight at all times. Don’t lull yourself into a false sense of security by thinking it won’t happen to you. Every event you play will have people you don’t know. Protect yourself accordingly.
Additionally, protect your gear from damage by simply planning ahead. Set up speakers away from high-traffic areas where they can be knocked over. Run your cables away from walking areas and secure them to the ground with gaff tape. Keep liquids away from your gear to prevent accidental spills. I bought this tabletop facade from Dragon Frontboards to make my setup look better, but it serves double duty by discouraging guests from putting drinks on my table. It’s become an essential part of my setup for the spill protection.
There it is…
Everything I can think of that I would tell a new DJ about what can and will go wrong, and how to protect yourself. The overall thought I want you to have is this: Be OVER-prepared and stay calm. If you take the time to prepare in advance for any possible issue, and work towards a solution methodically, there’s nothing that can trip you up. Click below for all of my advice boiled down to a single page!
