If you’ve never booked wedding entertainment before, the process can feel mysterious:
- What happens after we inquire?
- When do we pick songs?
- Do we meet the DJ?
- How do we build a timeline?
This guide explains a professional, low-stress booking process so you know what “good” looks like, and what questions to ask any vendor you’re considering.
Step 1: Inquiry (the info that helps you get an accurate quote)
An inquiry is more than a date. Helpful details include:
- venue name (or venue type)
- ceremony location (same site or off-site)
- estimated guest count
- coverage needs (ceremony/cocktail/reception)
- any special priorities (lighting, photo booth, cultural moments)
The more context you share, the more accurate the proposal will be.
Step 2: Consultation (fit matters as much as price)
A good consult should cover:
- your vibe and “what you want guests to feel”
- your must-have moments
- your venue layout and any constraints
- your preferences for MC style (minimal vs more interactive)
This is also where you should ask:
- what backups they bring
- whether they’re insured
- who will be on-site (staffing clarity)
Step 3: Proposal and package options
A good proposal is clear. It should spell out:
- coverage hours
- what’s included (sound systems, mics, lighting, attendants)
- add-ons and their prices
- payment schedule
- cancellation/reschedule terms
If you can’t tell what you’re paying for, ask for clarification before signing anything.
Step 4: Contract and deposit
The contract protects both sides. You should expect:
- written terms
- clear date, times, and services
- deposit amount and due date
- balance due date
- contingency language (vendor illness, force majeure)
Professional vendors won’t be offended by questions here. They’ll welcome them.
Step 5: Planning phase (where the magic happens)
This is where your wedding shifts from “a list of songs” to a real plan.
Typically includes:
- timeline planning support
- must-play/do-not-play collection
- pronunciations and intro details
- ceremony music cues
- toast order and staging
- lighting “scenes” if you’re adding production
Many couples finalize most music decisions 4–6 weeks before the wedding. You don’t need everything perfect a year out.
Step 6: Final details and confirmation
In the final weeks, you’ll confirm:
- final timeline and vendor contact info
- special moments and cues
- final payments and logistics
This is also where your entertainment team should connect with planner/venue/photo/video so everyone is aligned.
Step 7: Wedding day execution
On wedding day, a professional team will:
- arrive early enough to be fully ready before guests
- do sound checks (especially for ceremony and toasts)
- coordinate moment cues with other vendors
- adapt calmly to timeline shifts
- protect the guest experience all night
The goal is for you to feel like everything is handled.
The bottom line
The best booking experiences feel clear and calm:
- you understand what you’re getting
- you know who is responsible for what
- you have a plan, not just a playlist
If you’d like to see availability and talk through an entertainment plan that fits your venue and guest list, we’re here.
Next step: Check availability.
FAQs
When do we pick ceremony and first dance songs?
Many couples finalize these 4–6 weeks out. A good vendor will guide you with timelines and suggestions without rushing you.
Do we get to meet our DJ before booking?
You should be able to speak with the person/team who will run your event. If staffing is assigned later, ask how that process works.
What should be included in a wedding entertainment contract?
Services, hours, pricing, payment schedule, cancellation/reschedule, contingency plans, and any special requirements (power, setup space).