Wedding Reception Music Planner

Who this is for

One sheet for the DJ or band. Key moments, three song lists and the practical details, so nothing needs explaining on the night.

Couples booking a DJ or band for the reception, and the friend or coordinator who will be the performer's point of contact on the night.

What this helps you track

• The song, artist and version for each key moment, with the cue to start it
• The songs that must be played and the ones to play if there is time
• The songs not to play at all
• Your rule on guest requests
• Arrival, playing times, breaks, power and space

How to use it

1. Write the performer's name and number, the set-up and playing times, the breaks and the power and space they need, from your booking.
2. For each key moment, write the song, the artist and the version or edit, and the cue: who signals it, or what happens just before.
3. Fill the three song lists, with the artist beside each song so there is no doubt which recording you mean.
4. Write your rule on guest requests, then send the sheet to the performer by the date they ask, printed or downloaded from the browser version.
5. Give a copy to whoever is coordinating on the night; the browser version saves in your own browser, so changes are quick to make.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The online version keeps what you enter in your own browser and builds the completed PDF on your device.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Why say which version of a song?

Many songs exist as album, radio, live and extended versions, and as covers by other artists. Naming the version or edit means the first dance is the recording you practised to.

What is a cue?

Whatever tells the performer to start: an announcement, the cake knife going in, the couple reaching the floor. Writing it down means the music starts on the moment rather than a few seconds after it.

How long should the must-play list be?

That depends on how long the performer is playing and how much choice you want to leave them, so the sheet sets no length. Some couples keep it short and let the do-not-play list do the work.

Where do the ceremony music choices go?

On the wedding ceremony and order of service planner, which covers the entrance, signing and exit music along with hymns and readings.