Wedding Entertainment Planning: A Timeline That Actually Works

"When should we book our DJ?"

I hear this at almost every wedding fair. Usually from couples who've spent months researching venues, photographers, and florists—then realised they haven't thought about entertainment at all.

The truth? Most couples leave it too late. Not because they don't care. Because wedding planning is overwhelming, and entertainment feels less urgent than "will there be a roof over our heads."

But here's what happens when you leave it late: your preferred DJ is booked. Your backup is booked. You're choosing from whoever's left, not who's right for your day.

After 2,500+ weddings, I've seen every variation of planning timeline. This is the one that works.

18 Months Before: Research and Shortlist

This might seem early. It isn't.

Popular DJs book 12-18 months ahead for peak season dates. If you want choice, start now.

What to do

Research potential DJs. Check reviews on Google, Facebook, and wedding directories. Look for recent reviews—standards can change over years.

Watch videos. Most professional DJs have clips from real weddings. This tells you more than any written testimonial. What's the energy like? How do they interact with guests? Do they disappear behind the decks or engage with the room?

Ask for recommendations. Married friends, your venue coordinator, your photographer—they've seen who works well and who doesn't. Photographers especially see everything. They know which DJs create good moments and which ones create chaos.

Start a must-play list. Not a final list. Just start noting songs when you hear them. "That should be at our wedding." Add it to a shared note or Spotify playlist. You'll refine it later.

What to look for

Experience matters, but so does fit. A DJ who's worked 500 corporate events might struggle with the emotional rhythm of a wedding. Look for someone who specialises in weddings—not someone who "also does" them.

Ask about their approach. Do they just play music, or do they host? Can they MC the evening? How do they handle requests? These questions reveal more than a price list.

15 Months Before: Meet and Book

By now, you should have a shortlist. Time to meet them.

The consultation

Meet in person or on video. This is someone who'll be at your wedding all day. You need to know if you like them. Chemistry matters. If you feel awkward in a consultation, imagine how you'll feel on your wedding day.

Discuss your vision. Not just music genres—the overall atmosphere you want. Elegant and sophisticated? Fun and relaxed? High-energy party? Different weddings need different approaches.

Be honest about what you hate. If certain songs make you cringe, say so. A good DJ will respect your do-not-play list completely. If they push back or seem dismissive, that's a warning sign.

Ask about their equipment. Do they have backup gear? What happens if something fails? Professional DJs plan for disasters. Part-timers hope nothing goes wrong.

Booking

Once you've found the right fit, book them. Don't wait. Good DJs fill their calendars quickly, especially for Saturdays in summer.

Get everything in writing. The date, times, services included, deposit amount, cancellation policy. Clear contracts protect both of you.

6 Months Before: Share the Details

Your DJ should reach out around this time. If they don't, chase them. Silence this far out isn't a good sign.

Information to share

Venue details. Where's the DJ setting up? Are there power restrictions? What time can they access the room? Venues have quirks. Good DJs want to know them in advance.

Timeline basics. When are speeches? When's the first dance? Evening guests arriving at what time? The DJ needs to understand the flow of your day.

Guest demographics. Age range matters for music selection. A wedding with mostly 20-somethings needs different energy than one with three generations. Share what you know.

Any special moments. Planning a surprise first dance routine? A mid-evening announcement? A tribute to someone who couldn't be there? Tell your DJ now so they can plan around it.

1 Month Before: Finalise Music

This is when your music planning becomes concrete.

The three lists

Must-play. Songs that absolutely must be played. Your first dance. Parent dances. Any songs with specific meaning that you'll be disappointed not to hear. Keep this list short—10-15 songs maximum. If everything's a must-play, nothing is.

Would-like. Songs you'd love to hear but won't be devastated if missed. Your DJ will work these in where they fit, but can't guarantee every track.

Do-not-play. The banned list. Songs you can't stand, songs associated with exes, anything that makes you cringe. Be specific. Your DJ should honour this completely.

Key song decisions

By now you should have confirmed:

• First dance song (exact version)
• Parent dance songs (if having)
• Cake cutting music (if any)
• Last song of the night

If you're still undecided, that's fine. But make decisions soon. Last-minute changes add stress on the day.

1 Week Before: Final Check-In

A quick call or email to confirm everything.

Confirm logistics

• Arrival time
• Setup location
• Any venue access requirements
• Contact number for the day
• Any last-minute timeline changes

Address any concerns

If you've been worrying about something—now's the time to ask. Will there be a moment to catch our breath? What if the dancefloor empties? How will you handle requests from drunk uncles?

Your DJ has answered these questions hundreds of times. Let them reassure you.

On the Day: Trust and Enjoy

You've done the planning. Now let it unfold.

Brief introductions. If you haven't met your DJ in person before, introduce yourself when you arrive. A quick hello makes communication easier throughout the day.

Delegate a contact. Designate someone (best man, bridesmaid, wedding planner) to handle any DJ questions during the day. You shouldn't be fielding logistics queries at your own wedding.

Trust the professional. You hired them for a reason. Let them read the room, adjust the energy, and do their job. Micromanaging from the dancefloor defeats the purpose of having a pro.

Common Mistakes to Avoid

Waiting too long to book

The best DJs book early. If you're contacting people 3 months before a summer Saturday, you're choosing from whoever's left.

Booking on price alone

Cheap DJs exist. So do cheap photographers and cheap venues. You get what you pay for. The entertainment sets the atmosphere for your entire evening. This isn't the place to cut corners.

Not meeting before booking

You wouldn't marry someone you'd never met. Don't book a DJ without at least a video call. Personality matters as much as playlists.

Micromanaging the playlist

Sending a 200-song must-play list doesn't help—it paralyses. Give your DJ direction, not a script. Trust them to read the room. That's what you're paying for.

Forgetting to communicate changes

Timeline shifted? Speech order changed? Venue room changed? Tell your DJ. They can't adapt to what they don't know.

Timeline Summary

Ready to Start?

If you're in the research phase, let's talk. A consultation costs nothing and gives you a sense of whether we're the right fit.

I'll answer your questions, share ideas you might not have considered, and help you understand what's actually possible. No hard sell. Just an honest conversation about your day.

Book a consultation and let's create something worth dancing to.