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The Wedding DJ Booking Process
  • DJ Ben Boylan

The Wedding DJ Booking Process



Have you ever wondered how to hire a wedding DJ? Is it easy? Does it take a long time? What if you book your DJ a year before your wedding? Do you have to speak to him again before the wedding? (Spoiler: you don't have to but you probably will). Watch this video and read the article below to learn how it all works!

1. We meet up, call or email

These days I receive most inquiries either from the internet or from a referral (which also usually come from the internet). After a few emails back and forth, we arrange a meeting or phone call to discuss all the details.

Normally during the conversation we go over the basics of the wedding: what I will provide on the day-of (a packed dance floor among other things) and I take any questions the couple has. And of course we talk about what types of music they like and want to hear on their big day.

I live in New York City, so if my clients live nearby we will often do a meeting. But since I DJ all over the Northeast and nationwide, often a phone call is more convenient. But some clients just want to email or even text.


2. Sign a contract and return a small deposit

After I meet with the couple, I write up a standard contract. It contains the details of the day, what I will provide and my compensation including a deposit. It's short, easy to read and I welcome any comments or changes from my clients (email me for a sample). I send the contract back to the client and they can return it by email or mail.

Since wedding Djing is a seasonal business, and there are only certain days people have weddings, the deposit is our insurance policy. I've received two inquiries this week for the same Saturday in September and had to tell them both I was already booked. And although the deposit is only 1/3 to 1/4 of my price, it helps in the case of a last minute cancellation.

So, because of this, it's always best to start planning as soon as possible.


3. I send you my music worksheet

At this point the wedding is booked, but there's more.

The way I decide what to play at weddings is through discussions with my couples and from the music worksheet (email me for a sample). The worksheet is broken into four parts, basic information, ceremony, cocktail hour and reception.

The first part is pretty self explanatory, you just write down your names, the name of your planner, etc.. For the rest of your worksheet, you put down the types of music you want during the different parts of the night. You can just put a few genres or write down all of your favorite songs - that's up to you.

There is a spot for your "must play" songs and "do not play" songs. I'm going to do a video and blog post just about the worksheet soon so stay tuned.


4. We have a final meeting or call

Your worksheet is due one or two weeks before your wedding. Usually I schedule the call or meeting a day or two after that. The purpose of the call is to go over any last minute questions you have and for any I have as well.

Sometimes my clients leave something out and I want to ask them if it was intentional (parents dances for example), and other times I just need clarification on something (like what exactly do you mean by "old school"). Since I usually do all the announcements, I often read them to my clients over the phone to make sure I will pronounce everyone's name correctly (I'm actually pretty good at this).

So, I guess this post wasn't just about the booking process, it was about the whole process leading up to the wedding. A lot of the work is done before your day. And as I said before, try to start your planning as far in advance as possible.

I'm kind of weird because I enjoy starting things early and I love planning so please email me with any help or tips you have or leave me a comment on Instagram or Facebook. Good luck with your wedding!

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