New Customer Onboarding Checklist for DJs

Most callers start with “Are you available on ___?” and “How much?” If you can confirm availability and give a ballpark ($300–$800 birthday, $1,000–$3,000 wedding, $500–$2,000 corporate, $200–$1,000 club night), you keep them from calling the next DJ.

Get: event type (wedding/birthday/corporate/club), date, start/end times, venue name + city, guest count, and their role (bride/groom, planner, venue, birthday parent). This tells you what gear and timeline you’re walking into.

Say: “What do you want it to feel like—clubby, classy, throwbacks, Latin, clean radio, or ‘anything but country’?” Clients describe feelings, not BPM, and this helps you pitch the right package.

Ask if you’re doing introductions, toasts, first dance, bouquet/garter, games, or corporate awards. Being an MC changes your prep and whether you need an extra wireless mic.

Example: “Reception DJ starts at $1,500 for 4 hours, pro sound, wireless mic, and announcements.” Specifics stop sticker shock and cut back-and-forth.

Event dates are fixed. A short courtesy hold keeps the lead from drifting while you wait for a contract signature.

Use a voicemail text-back or an AI receptionist (like SkipCalls) to grab date/location/budget and send your booking link while you’re behind the decks.

Ask: load-in door/elevator, set-up time allowed, sound limiter, power outlets, curfew, and if the venue requires vendor insurance. Venues can make or break your timing and volume.

Some clients want “clean only,” “no explicit,” “no line dances,” or “no EDM.” Knowing early prevents awkward day-of arguments.

Get ceremony time, cocktail hour, grand entrance, dinner, toasts, first dance, open dance, last song, and hard stop. You can’t “read the crowd” if dinner runs 45 minutes late and no one tells you.

Is it the couple, the planner, or the birthday host? This protects you when a random guest demands “play it now.”

Ask if it’s indoors/outdoors, one room or multiple areas (ceremony + reception), and ceiling height. This tells you if you need a second speaker set or a ceremony rig.

Clients often assume lights are included. Confirm what you provide so they don’t expect full-room uplighting for a $300 backyard party.

For same-week weddings or equipment-failure replacements, be upfront about limited planning time and require a faster deposit to lock it in.

Speed wins bookings. Put the exact start/end times and what’s included so they can say yes without a phone call.

Include: overtime rate per hour, what happens if speeches run long, and that you won’t play unsafe/illegal requests. This is where you prevent “Can you just stay another hour?” surprises.

Most DJs lock dates with 25–50% down. Without money in, you’re not truly booked—especially in wedding season and prom season.

You can’t be hunting for the planner while you’re unloading cases. A day-of contact keeps you focused on setup and soundcheck.

Many corporate events and venues want a Certificate of Insurance or tax paperwork before you can load in. Waiting can kill the gig the week of.

Spell out if you take card, ACH, or cash, and when the balance is due (often 7–14 days before for weddings/corporate). You don’t want to chase money during load-out.

Include: when you arrive (often 60–120 minutes early), what space you need, soundcheck, and how requests work. Clear expectations reduce frantic day-of calls.

This is your roadmap for “reading the room” without missing the couple’s taste. Ask for 10 must-plays and 10 do-not-plays to keep it manageable.

Get links or exact edits for: processional/recessional, grand entrance, first dance, parent dances, cake cut, bouquet, last song. “The Beyoncé one” is not enough.

Write out how you’ll announce names, pronunciations, and the order of entrances/toasts. A 10-minute review prevents mic mistakes in front of 150 guests.

Confirm where you park, where you roll cases, if stairs are involved, and where you’ll set up so you’re not blocking a fire exit or photographer angle.

Example wedding: main PA, booth/table, controller/laptop, backup cables, wireless mic x2, ceremony speaker + mic, power strips, gaff tape. Corporate: add podium feed options (XLR/RCA).

Bring a backup USB with key crates, spare laptop audio interface if you use one, extra XLR/RCA/1/4" cables, and a backup mic. Equipment failure is a real ‘emergency call’ scenario.

These need audio inputs and timing. If you learn about a slideshow at 8:05pm, you’ll be scrambling for the right cable.

Tell them: “Text is best once I’m on site.” Share your day-of contact number and ask them to use the planner/point person for changes.

Include: arrival time, set-up location, final payment status, and a reminder to send any last song links. This reduces last-minute “Where are you?” calls.

Charge laptop/controller, wireless mic batteries, and test your audio path end-to-end. Prevent the “no sound at first dance” nightmare.

Many venues only allow load-in at a set time. Early arrival gives you buffer for elevators, long walks, or parking issues.

Venues with sound limiters will punish loud peaks. Set your gain staging so you don’t trip the limiter mid-drop.

Ask: “Any changes to entrances, toasts, or speeches?” Lock it so you’re not getting shouted instructions over the music later.

This phrase protects you from pushy guests and keeps the dance floor consistent with the client’s do-not-play list.

During a set, you won’t answer. If you run multiple events or get last-minute booking calls, an AI answering service (like SkipCalls) can capture details and book a consult without interrupting the show.

Announce last call/last dance clearly, thank the hosts, and teardown without blocking exits. A smooth exit is what planners remember.

Ask specifically: “If you loved the music and how I handled announcements, can you leave a quick Google review?” Reviews are your best weapon against faster-responding competitors.

DJs sell vibe. A 10-second dance floor clip is more convincing than a paragraph on your website.

Write down: what packed the floor, what flopped, any timeline issues, and venue quirks (parking, limiter, setup spot). This improves your next gig at the same venue.

“Do you know anyone planning a wedding or a company holiday party?” People don’t think to refer DJs unless you name the event types.

Offer: quarterly mixers, monthly happy hours, or the annual holiday party. Corporate work ($500–$2,000) repeats when you make rebooking easy.

Schedule a follow-up 10–11 months later for birthdays, or a seasonal reminder for prom/homecoming. Fixed dates make repeat bookings predictable.

Send short tips like “Top 10 clean dance songs” or “Sample reception timeline.” Staying helpful keeps you top-of-mind without being spammy.