I would suggest Brides & Grooms budget at least $1200 for entertainment (more for a band) and then go from there. I am sure for some, this seems a lot, but all you have to do is look at exactly what you are getting and the true value of what you are receiving.
Let's say you have 100 guests. To cater, you will probably have to pay anywhere between $17 to $50 a plate. So, let's take the cheap end (so your guests only get to eat chicken wings and peas). !00 x 17 = $1700.
Your DJ at $1200 would come to only $12 per head.
Let's say your reception is only four hours. You will have one of four scenarios occur:
Great food, great DJ = Most guests stayed till the very end. Unforgettable memories.
Food sucked, great DJ = Most guests stayed till the very end. Unforgettable memories. Reception is still salvaged. [ a number of bridal surveys show that newlyweds mostly remember if they had a good time, versus what they ate ]
Great food, DJ sucked = Most guests leave BEFORE the reception even ends. Repressed memories. [ Yes, this will be unpleasant, especially if you paid a "lot" for a DJ, but mathematically, if you only paid no more than $400/$500 for your DJ, in essence you paid him/her to perform for two hours, versus four hours, since most of the guests left early, because they were not having fun ]. ** There is no way to salvage the reception, no matter how delicious the food was, or how beautiful the venue and flowers were.
Food sucked, DJ sucked = Pretty sad. NO way to salvage the reception. You probably would have been better off eloping.
*** Paying more for a DJ does not guarantee the ultimate performance. I've seen some awesome DJs charge very little for their time and effort (heck, I would have hired them too at the cheap/discounted rates!). The main truth to NOT ignore is that DJ Entertainment is NOT a commodity. Yes, quite a few DJs treat their profession as such and easily cater to Brides & Grooms who will pay the minimum (or below), but DJs are not equivalent to gas, orange juice, or chopped beef.
Some Brides & Grooms may ONLY see the DJ as someone performing for four hours, but that is not entirely accurate.
In addition to four hours of performance, do not forget
Setup - One to three hours (or more, if a huge lightshow / up-lighting).
Breakdown - One to three hours.
Initial consultation (before the decision to "buy") - One to two hours.
Equipment Rental - average cost is $400 to $1200. Just for the equipment, NOT for someone to run.
Equipment Rental - pick up and setup costs money.
PA Tech - average cost is $25 to $50 an hour to just run the equipment, NOT read the crowd or act as Master of Ceremonies.
Planning out the itinerary - one to three hours going over the details and coming up with a tentative outline, UNLESS you have hired a Wedding Coordinator / Planner to do this (min. cost of $250)
Preparation - answering & responding to Brides & Groom's questions, requests, and last minute changes. Preparing a playlist based on the tastes of the Bride & Groom. Preparing in advance on how to incorporate the vision of the Bride & Groom, so the reception reflects who they are and insure guests and family have fun, regardless of age and music preference.
And don't forget gas, travel expenses, insurance, training, wardrobe, and music subscription costs that the DJ must incur in order to properly sustain just the "operation" (the tools) of his/her trade.
I'm sure you get the idea. And before you say, "Well, of course, you are DJ, so you are going to make a big deal out of all of these details." - I can personally refer you to actual Brides & Grooms who can attest to the true value.
I'm sure most of you do not "see" a DJ as a commodity, but you know (as in ANY profession) there are great DJs and there are mediocre DJs. Price may not necessarily reflect a Great DJ, but if s/he is getting paid what they are worth, s/he is obviously doing something right.
Feel free to share comments and feedback, especially those clients who have chosen me to perform at their private events.