Vendor Worksheet
DJ / Music & Photobooth
Two vendors, one worksheet. Get your song list, ceremony music, and photobooth logistics all locked in before someone shows up with the wrong playlist or sets up the booth in front of the exit.
🎵 DJ / Music
DJ / Band Vendor
Timing & Setup
When DJ/band arrives at venue
Equipment ready, soundcheck done
When they wrap up and load out
Be specific — mention power outlet access and which direction to face
🎶 Coordinator Note
The DJ should finish setup and soundcheck before guests arrive — not during cocktail hour.
If the DJ is still doing soundcheck when guests walk in, it's chaos. Build in at least 90 minutes between arrival and when guests enter the space. Confirm this buffer explicitly in writing — "setup complete and tested by [time]" — not just "we'll be there at [time]." Two completely different things.
Ceremony Music
Song for bridal party entrance
Song when the bride walks down
During ring exchange, unity candle, sand ceremony, etc.
Song as you walk back up the aisle
Music playing while guests are being seated before ceremony begins
Reception Music
Cocktail Hour
Key Songs
Parent Dances
Add one row per dance (Mother/Son, Father/Daughter, etc.).
Must-Play List
Songs you absolutely need to hear at your reception. Include title and artist so the DJ finds the right version.
Do-Not-Play List
List specific songs, artists, or entire genres. The more specific the better.
🎵 Coordinator Note
Give the DJ a do-not-play list, not just a must-play list.
Most couples spend 20 minutes picking their favorite songs, then forget to tell the DJ what to avoid. Then someone requests Blurred Lines, the DJ plays it, and Aunt Margaret is appalled. The do-not-play list is arguably more important. Cover specific songs, entire genres, and artists. Send it 2 weeks before the wedding and confirm they received it.
MC Announcements
List every announcement the DJ/MC needs to make — what to say and when. Add one row per announcement.
DJ Notes & Additional Instructions
📸 Photobooth
Photobooth Vendor
Photobooth Logistics
When vendor arrives to set up
When guests can start using it
Be specific. Note what to avoid. High foot traffic is good — directly in a walkway is not.
📸 Coordinator Note
Don't let the photobooth vendor pick their own spot. Pick it for them.
Left to their own devices, vendors pick the easiest setup spot — which is often directly in the middle of everything. The booth should be in a corner or against a wall with good ambient light and enough room for 6-8 people to queue without blocking the bar, dance floor, or catering flow. Walk the floor yourself before the day and mark the spot. Send a photo to the vendor.
Props & Customization
Photo Delivery
Photobooth Notes