For A MC / DJ • Check that all the clients’ playlists for every part of the day are ready, and available on an alternative playout system, just in case [see my previous article Prepare To Fail]. • Make sure stage clothes are washed and ready. • Load vehicle with everything needed for the event. • Prepare route to arrive in plenty of time. PREP • Arrive at the venue and check the weather, especially if the ceremony is outside and emergency changes to the plan may be needed.
Also let the photographer and videographer know if rain is expected, as this could impact the photos and filming. • Introduce yourself to the person who is running the event at the venue and compare running orders and timings, so there is no risk of confusion later. • Make sure that everything that the couple wants in the ceremony room and wedding breakfast room is there and in place. • Set up all sound equipment in the ceremony room, and rehearse the music to make sure it is perfect. • Set up sound equipment in the room the wedding breakfast is being held in. [If this is to be the same room that the evening reception will take place in, I prefer not to set my full DJ kit up yet, as at this stage I don’t want to stick out in a room that the couple have spent a lot of money and time designing.] • Change from travel / load-in clothes into stage clothes. [I tend to grab a coffee here, as it is likely to be my last chance to collect my thoughts before a full-on day.] SETUP • Meet with the groom and ushers and have a chat about the ceremony seating. • Introduce yourself to the photographer and videographer, check timelines and ask them if there is anything they need. • Meet with the registrar and let them know what your role in the ceremony is, and ask if there is anything they need from you, or anything they would like you to do or say. • Start to play the pre-ceremony music. • Work with the ushers to ask the guests to take their seats. • Make any announcements to the guests that are needed before the ceremony.
GUESTS ARRIVE AT THE VENUE • When the wedding party are introduced, play the processional music. • Play the chosen music for the signing of the register. • Play the recessional music. • After the ceremony has finished, inform guests where they need to go next. CEREMONY • Play background music during drinks reception. • Assist the photographer and ushers in getting the required group photos taken as quickly as possible. • Check in with the venue to make sure that they are on track with the food. • If possible, check in with the bride and groom to make sure they are happy and to see if there is anything unexpected that needs to be dealt with. • Organise the receiving line or invite guests into the room for dinner.
DRINKS RECEPTION / PHOTOGRAPHS • Introduce the grand entrance for the happy couple. • Play music during the wedding breakfast. • Circulate the guest book and help with anything else that the couple want guests to take part in. • Be available to answer guests' questions and help with any unexpected issues that may arise. WEDDING BREAKFAST • Make sure that everyone who will be speaking is ready and prepared. • Introduce the toasts and speeches. • If the venue need the room vacated at the end of the meal to get the room ready for the evening, introduce the couple’s ‘grand exit’ and ask the guests to join them. • Setup equipment for the evening party. • Double check timings for the evening with the venue [i.e. cake cutting, first dance(s), food, finish etc.] • Check the relevant times with the photographer and videographer, and any other suppliers involved with the reception. • Check with the staff that everything is ready for the evening party.
TOASTS AND SPEECHES • Make sure that everything that the couple wants in the reception room is there and in place. • Start to play music. • Invite the guests in to the wedding reception room. • Check in with the happy couple again, and confirm the timings for cutting the cake and the first dance etc. • Let everyone know that the first dance will be in 5 minutes. EVENING GUESTS ARRIVE • Make sure there is a knife ready for the cake cutting. • Check the photographer and videographer are ready for the cake cutting. • Check the couple are ready to cut the cake. • Introduce the cake cutting.
CAKE CUTTING ON JOG DISPLAY 2.7” HD display with track information, waveforms, cue points and artwork STANDALONE MIXER 2ch / 4 input mixer with EQ works without a computer 2 MIC CHANNELS 2 mic inputs with EQ and unique feedback elimination DDJ-800 Compact 2 channel controller with on-jog display westendDJ Central : 10-12 Hanway Street, London, W1T 1UB westendDJ N. London: 970 North Circular Road, London, NW2 7JR Tel: 020 8208 2 YEARS 0% FINANCE PRICE MATCH PROMISE As you can see from this list, there is so much that we need to think about, and that we are responsible for making happen.
From the 6 key elements on the first list, our list became 60+. And, as I’ve already said, every wedding is different, so some may have many other extra elements to deal with. My advice is to never turn up at a wedding without a clear plan of exactly what it is that you need to do, and the order and timings that these things need to happen. Obviously, we need to be flexible and ready to make changes to the plan on the day based on input from our clients, the venue and the other suppliers involved, but I think having a plan to work from is essential to the smooth running of any event.
Nothing happens by accident and that includes great wedding memories. Those happen because somebody made them happen, so make that person be you! • Introduce the transition into the first dance. • Play the first dance. • Introduce the father and daughter dance. • Play the father and daughter dance. • Invite the guests on to the dancefloor. FIRST DANCE(S) • Check with the venue that the buffet is ready to be opened. • Introduce the buffet. • Check in with the couple again.
BUFFET • Start the party! • Make sure you play all the ‘must plays’ from the couple’s list. • Organise the bouquet toss. • Get the party restarted! • Take requests from guests and mix them with your own selections to keep the floor full. • Keep one eye on the couple, one eye on the dancefloor and your third eye on the guests who are not yet dancing! PARTY TIME • Check in with the couple one last time and confirm the plans for the end of the night. • Introduce the last song(s), and orchestrate the end of the night as planned. • Say goodnight to the audience. • Encore.
LAST DANCE • If they haven’t already left, say goodnight to the couple. • Pack away equipment. • Say goodnight to venue staff. • Drive home. • Relax! PACK DOWN
