Tips: Wedding Planning Info Sheet

I have been working on a document today to give to couples upon booking a wedding. Essentially it is "homework" so when we meet to plan they have lots of ideas. Let me know what you think. There is one for the reception and one for the ceremony. -Aaron


Wedding Reception Planning
Aaron’s DJ Services

The following are all areas we will discuss in detail when we meet to plan your reception. Please go over them and prepare your choices, thoughts, and lists. If you need help with ideas you may find song suggestions on the music page of my website or just search “wedding song suggestions” online and you’ll find lots of ideas and suggestions on sites such as theknot.com, wedalert, and many more.

1. Order of events This is something you might decide with your wedding planner, photographer, or family. An example of a typical reception order is: Cocktail Hour, Arrival of bridal party (grand entrance), dinner, toasts, Couple’s first dance, Father/Daughter Dance, Mother/Son Dance, Cake Cutting, Bouquet Toss, Garter Toss, Money Dance, Anniversary Dance, Open Dancing, Last Dance of the Evening.

2. Cocktail Hour/Dinner Music This portion of the evening typically consists of romantic background music playing as guests arrive, wait for the bride and groom to arrive, and eat dinner. Decide what music styles & genres you prefer. Feel free to make a list of songs and artists.

3. Grand Entrance This is your entrance when you arrive to the reception (optional, of course). Choose a song that is meaningful, romantic, or energetic and I will announce your arrival in style. This can include just the bride and groom or the entire bridal party, parents, and grandparents.

4. Toast Let me know how you want the toast conducted. Does the caterer need to bring out champagne or sparkling cider? Once everything is ready I’ll introduce the first speaker and turn over the microphone. Discuss who is going to speak, whether or not you want to address the guests yourself, and whether or not you want me to open the floor to anyone who wants to say something.

5. Bride & Groom’s first dance Choose a song that is particularly special or romantic for this moment, as you enjoy your first dance together as husband as wife.

6. Father/Daughter & Mother/Son Dances These special dances honor your parents. Choose individual songs for each dance or one to combine them. Of course, this is optional and can be conducted in any number of ways.

7. Cake Cutting This may be done at any time throughout the night. I’ll make the announcement so that people can watch this tradition. Usually I play a few special songs such as “Sugar Sugar” or “How Sweet It Is.” Choose some songs to play as the cake is cut & served.

8. Bouquet & Garter Toss These are of course optional and can be done different ways. If you want to include these fun traditions, choose some fun theme music to accompany the action as we call up the single guys & ladies, remove the garter, and throw the flowers & lingerie to determine the next people to get married.

9. Money Dance Some couples forgo this tradition to avoid being “tacky” in asking relatives to give them cash. However, if you choose to include the money dance it is a good way to invite friends and relatives to dance with you for a bit, stuff some money in your pocket for the honeymoon, and get a chance to Congratulate you and tell you how nice you look. There are many fun “money themed” songs to open this dancing up. Also, think about what kind of music you want to be played for the dancing itself. The money dance usually lasts for 3-4 songs. I recommend slower or medium paced songs so that friends and family of all ages can keep up.

10. Anniversary Dance This is a good way to get some of your friends and family out on the dance floor and honor the married couples as well. It can be done in several ways, such as finding the longest married couple in attendance and inviting them up (then asking other couples to join them after a minute) or simply calling all couples to the floor for a special dance. Choose a classic slow-dance song that all of your guests will love.

11. Bridal Party Dance You may want a special dance dedicated to your bridal party. This may be a good way to open the dance floor. Choose a song style that will be fun and/or meaningful for your bridal party, and let the celebration begin!

12. Must-Play Lists – Very Important Make a list of 20-30 songs that are the ultimate favorites you want played on your special day. Let me know of some special songs and artists that I can throw in during dinner, and the top songs you and your guests will enjoy dancing to. This is the best way to help me deliver your reception exactly as you want it – and add your personal style to the entire experience. I have a large library of the biggest hits, but listing our your favorite songs and artists will assure that I have them ready for your reception.

13. Last Dance of the Evening As the night winds down the energy might still be high – but your feet are sore and you’re exhausted. Choose the perfect last song to play before you head off to the honeymoon suite for a good night’s rest.

14. Anything else You may have other items you want to include. Write them down and let me know when we plan things out. New traditions are born every day.

Ceremony Planning
Aaron’s DJ Services


Consider these components and choose songs that fit your feelings and style as you commemorate your love. Ceremony music is often traditional classical selections, but this may also be the perfect time to break tradition and express your love in a way that is meaningful and stylish.


1. Prelude Background music that plays as your guests arrive, usually starting at about 30 minutes before the ceremony is set to begin. Choose music that will set the mood that you want.

2. Seating of parents & grandparents This is usually the last thing that happens before the bridal party comes down the aisle. You might want to choose a specific song for this (so that people are aware it is starting) or we can let the prelude music continue.

3. Processional The bridesmaids walk down the aisle, normally followed by the flower girl and ring bearer. Choose a song that fits as they proceed.

4. Bridal March/Processional B The bride’s big moment! Everyone stands and she floats down the aisle. This can be a continuation of the processional or a separate song (such as the bridal chorus or another significant song of your choosing) to play as you walk down the aisle.

5. Unity Candle/Communion Sometimes there may be an interlude during the ceremony, such as when the couple lights a unity candle or completes communion with the officiant. Choose a special song to accompany the moment.

6. Recessional You are pronounced husband and wife & introduced to your guests. Choose a song to play in celebration as you walk back down the aisle together.

7. Live performance If someone will be singing or performing during the ceremony, we can discuss this so that I can provide sound support. If they will be using a CD, try to have this ready for me when we meet (if possible).

Funny, I do the exact same thing, except that I have it all programmed into Gigbuilder timeline.

I give B/G the password to the site (last name of groom), and they've got the information pre-programmed into their event, with the instruction "This is just an example of a typical event---please delete the events (like $$$ dance) which you are not planning to have at your ceremony or reception."

My pro forma leaves the Unity Candle out of the equation. They are always very awkward & nerve-wracking when its too windy to light the candles!!!

Admittedly, my Gigbuilder timeline is not nearly as descriptive--- but I prefer to discuss these items when we meet to go over each phase of the event. I bring the printed timeline & Event Information (along with song lists) to that meeting.

1. Order of events This is something you might decide with your wedding planner, photographer, or family. An example of a typical reception order is: Cocktail Hour, Arrival of bridal party (grand entrance), dinner, toasts, Couple’s first dance, Father/Daughter Dance, Mother/Son Dance, Cake Cutting, Bouquet Toss, Garter Toss, Money Dance, Anniversary Dance, Open Dancing, Last Dance of the Evening.


Since most of our Brides do not work with a "coordinator" we step in and do all this with them and share the info. with the other vendors.


.

9. Money Dance Some couples forgo this tradition to avoid being “tacky” in asking relatives to give them cash. However, if you choose to include the money dance it is a good way to invite friends and relatives to dance with you for a bit, stuff some money in your pocket for the honeymoon, and get a chance to Congratulate you and tell you how nice you look. There are many fun “money themed” songs to open this dancing up. Also, think about what kind of music you want to be played for the dancing itself. The money dance usually lasts for 3-4 songs. I recommend slower or medium paced songs so that friends and family of all ages can keep up.

Good point, I always stress this part of the dollar/money dance. Letting the guests know that this is a good time to personally congratulate the B&G.



14. Anything else You may have other items you want to include. Write them down and let me know when we plan things out. New traditions are born every day.

I love that!




Thanks for sharing this Aaron! Some very good points and suggestions.

Aaron:

I use DJ Event Planner but I like the way you have formatted this. It would be a nice introduction to using the planning system.

Generally the way I work it is to send them the information about the planning system, which is in itself very self explanatory. What I am thinking now is to use your concept and reference what parts of the planning system address it.

Thanks for the idea.

Let me know what you think of this one.

Aaron:

I've taken yours and modified them to be specific for my on-line planner. The updated docs are attached.

Let me know what you think of this one.

Wow, yours is very detailed. I just whipped mine up Friday afternoon. I'm saving it to go over it in detail later on. Lots of great stuff!

The stuff on these documents is essentially what I discuss in detail when I meet to plan a wedding, but I am getting very tired of showing up and the bride and groom haven't thought of any songs. I like it much better when its something they've chosen (that is special to them) on their own then me suggesting some things and them saying "that's fine."

This is going to the bride and groom's "homework" that I give them when we sign the contract. I gave it to two couples last night and they seemed impressed that I was so organized.

Aaron,

You are using some type of wedding planner that you send to the couples in advance for them to fill out, right?

You can incorporate this into a printed planner or an online planner too..

1) For my printed a planner a page very similar to yours appears on the opposite side of the "order of events" in the planning booklet. This way it gives them some details and advice to the decisions they make on that form.

2) On the online planner (DJI) Each tip is incorporated as the introduction to each item in the form of a text box.

Hopefully it will be viewed as resource to your brides and may even spark some phone calls with questions in advance!

Jamie
Houserockers DJ

It's all great stuff you have. I do pretty much the same thing.
I know a lot of DJs pay for online tools, but in my case, I designed my own.
I too give them homework, but prefer to sit down in person & discuss the order of events.

Throwing an online planner to inexperienced couples is a receipe for disaster.
They are paying me $1,400+ .......I think they expect/want me there with them to work out the timeline. Less confusion later.


I have also added questions for them to discuss & also confirm with their caterer such as:

Toasts:
Drinks in hand?
Will champagne be poured at tables?
By whom?
Will there also be sparkling cider available (for those that don't drink champagne)

Cutting of the cake:
Will staff be cutting the cake for guests? (once had a caterer that refused to do this!)
Will cake be served to tables or slices be set out on table (self serve)

Sweetheart or a head table?
Assigned seating or open seating for guests?
Name cards or a chart with names?
Reserved signs on parent's tables?

Will there be a lot of children present?
If children are out of hand, how is the contact person?

Some DJs may think this info is not important, but if you are a true wedding pro, every little bit helps to create a smoother/less stressful evening.

The stuff on these documents is essentially what I discuss in detail when I meet to plan a wedding, but I am getting very tired of showing up and the bride and groom haven't thought of any songs. I like it much better when its something they've chosen (that is special to them) on their own then me suggesting some things and them saying "that's fine."

This is going to the bride and groom's "homework" that I give them when we sign the contract. I gave it to two couples last night and they seemed impressed that I was so organized.

HEY!! I never said you could use any of it!!:rofl:

I based mine off of some others I got online at some other chat sites plus experience. Here is the doc version so you can edit it to your liking. I like your descriptions and think they would be good as an instruction sheet.

Aaron:

Great thread.

Hampton:

Consider yours incorporated. :sqlaugh:

Bill:

Nice perspective. I like the additions you have made.

As to throwing the planner at the inexperienced brides/grooms, that's why I am looking for a better way to walk them through this. Essentially what I want them to do is to get their special songs picked and their bridal party list in. I'd also like them to at least get the major events on the timeline and then I can work from there.

Is anyone providing sample timelines? If so, how's it working out for you?

Sarge I haven't used any of yours (yet), I just saved it on my desktop to look over later for ideas.

I don't have any planner besides these sheets, usually my planning consists of sitting down with the bride and groom and discussing everything in person...and I type up a word document "agenda" for myself as we do.

The way I do it ...

I pull the timeline from DJ Event Planner into word. If they haven't used it, it is all good because I have a template in word as a backup.

I work from there at the finalization.

I do want to make all my planners in to forms so a client can fill them out on a computer if they want. I wanted to make form fillable and savable PDF files, but you need to buy the entire Adobe package to do that.

Hampton:

Take a look at one of our sponsors, DJ Event Planner. With this tool you can manage all of the administrative stuff plus allow your clients to fill out thge forms on line. I've been with them for a few months now and I am very happy with the product.

Tom

As to throwing the planner at the inexperienced brides/grooms, that's why I am looking for a better way to walk them through this. Essentially what I want them to do is to get their special songs picked and their bridal party list in. I'd also like them to at least get the major events on the timeline and then I can work from there.

Is anyone providing sample timelines? If so, how's it working out for you?

Tom,

Another useful tool is an annual newsletter. Mine will be going out on March 1st. It is all client and event focused. IT is tips and tricks. Variations of activities (Grand Introductions for example). Hot trends. Sample Itineraries and song recommendations.

My newsletter is about 4 pages long.

Jamie

Jamie:

Great minds think alike. I am now collecting tips and tricks from some previous brides plus adding some stuff of my own.

If you want, share yours.

Tom

You should put somewhere in your planners a "Connector Song"

Ok, what's a Connector Song?

I'm Glad you asked
and I'm happy to share


In my consultations I have been suggesting to my Couples to pick
a Connector Song. Funny thing is they ask the same question, what
is this Connector Song you speak of Mr Big Al?

I explain that the night of their Wedding they will be pulled in every direction
to chat, mingle, dance, sneak out, with aunts, uncles, moms, dads, friends etc.
The Connector Song will be when they stop whatever they are doing to get back
together for that special dance, no anouncements needed, when my couples here
that song they make there way from wherever they are to the dance floor to meet.
Then go about their business as usual.

I have had a tremendous response from my couples
Please share this & use it !

Big Al:

So this means that there will be one song that will be played several times? Do you make an announcement explaining what this is all about? The reason why I ask this is that there are some DJs here in the states that will play a song only once an event. Additionally, some guests may wonder what's up with this.

Tom

Big Al:

So this means that there will be one song that will be played several times? Do you make an announcement explaining what this is all about? The reason why I ask this is that there are some DJs here in the states that will play a song only once an event. Additionally, some guests may wonder what's up with this.

Tom


Sorry, maybe my explination is Wrong

A connector song will be a song the B&G pick a special song to them, that when played they will get together to dance, I make no announcements, Its that song that will have no special meaning to anyone but the couple. It will only be played once, you could though have multiple connector songs if wanted, but I keep it to one.

If I'm still not making any sense, Call me this eveing anytime after 4.30pm EST
PM fror TN, or look it up

Big Al:

Got you now. Great idea.

Tom

Al, what a cool idea!

:thumbsup:

Thanks Mr Ball,

Maybe I should Write a Book or start a Guild ?? JK


Btw read Peter's Book twice now, and review will come in a few days