FormDJ

Wedding online Planning form

We are thrilled to be apart of your special day! The key to a successful event is for us to have all the details surrounding it. This online planning form is designed to provide the DJ with everything they need to know.

We strive to provide a completely customized event with our couples so you will find this form to contain a decent amount of detail and guidance. If you find it to be a bit to much no worries! Simply setup a consultation over the phone or in person and will walk through each section step by step with you. This is great for a couple that wants to leave most of the decision making up to the DJ and will only be submitting essential music and limited requests.

Instructions-

If this is early on in the planning process and you don't have all the details sorted out we suggest printing the form and filling it in with pen or pencil for your own reference.

This form does not save and cannot be accessed once submitted.

This form should be completed 2-4 weeks prior to the wedding to ensure we have ample time to organize details for your event.

Please submit this form online digitally

Please submit only when you have all the details and can fill out in its entirety

Please make sure you have a strong internet connection. This form cannot be saved and will refresh if you leave the page.

If something changes don't worry! Simply e-mail or call us with any changes.

If you notice a red * that portion of that line must be filled to complete the form

Feel free to skip over things that don't apply to your event. If a response is not needed for a line please type NA.

Basic Details

* Indicates required field

Brides First Name *

Grooms First Name *

Married Last Name *

Wedding Date *

Email *

Venue, Contact Persons & Timeline Details

Venue name *

Guests in attendance *

Guests time of arrival *

Ceremony Location (Good weather) *

Ceremony Location (Bad weather) *

Ceremony Time *

Cocktail Hour Location *

Reception Location *

Time we are allowed to start setting up equipment *

Venue Point Person *

Name of Event Planner *

Cocktail Hour Time Frame *

Reception Time Frame *

Load in location *

Elevator we can use to load in *

Yes No Does not apply.

Event takes place on *

1st floor 2nd floor or higher Does not apply

Additional information regarding Venue & Timeline *

Please provide any additional information regarding the venue & timeline into the comment box to the left.

Examples:

Dancing is taking place in a separate location then the reception
Any inclement weather alternate locations for cocktail or reception.
Special instructions for our load in.
Any contact information that you feel may be helpful for us.
A wedding that is taking place at venue before yours and its end time.

Music suggestions

Most of the form below will be in regards to music. We've created a great tool to help you find songs for your playlists, essential songs & even help you find some music you might want to add to the do not playlist!

Click the link below for a second screen to pop up which has the following:

Top 200 songs played in 2015
Top songs by decade
Top songs per activity (First dance, parent dances, etc.)

Music Lists

Important Note: When listing a song & artist be sure to list whether there is a specific version of the song that you'd like. Many artists can have multiple versions of there songs available for download. Examples can be acoustic versions, live versions, Old & new cuts, etc.

If its important to you to have specific version please list it. You can always include a youtube link in any comments section with the exact version of the song so we can confirm we have the correct version.

Cocktail Hour

If we are providing music for the cocktail hour please give us some input below on the playlist.

Is Vivid Events contracted to provide your cocktail hour music? *

Yes, Music is to be provided from Vivid Events No, We will take care of music being played No, We have live music booked for cocktail hour No, We will not have any music playing

Will the bride & groom be attending cocktail hour? *

Yes, we will be in our cocktail hour the entire time No, we will be out doing photos with our photographer Will be attending later in once we do a few photos

Below please give us some input on what music we will be playing at your cocktail hour.
You can:
-Input an entire playlist of music. (Approximately 20 songs)
-Input a few songs or artists you'd like to hear and we will take care of the rest based on your selections.
-Just give us a style of music you'd like and will take care of the rest.
Input nothing. We will take care of the music.

Cocktail hour playlist *

Pick a style for cocktail *

Any additional notes for cocktail hour *

Reception

The moment you've been waiting for! The big reception with your friends & family! And to kick it all off its time to be introduced!

Will you be doing introductions? *

Yes No

Introducing only the bride and groom? *

Yes, only the bride and groom will be introduced. No, we will be introducing others as well

Introductions will of course include the bride and groom but any additional guests introduced is at your discretion

Here is a sample of introductions, done in the typical order.

Introduction of grandparents (often this is done by honoring them at there seats)
Introduction of parents of bride & groom
Ring bearer and flower girls and/or junior bridesmaids and groomsmen
Bridesmaids and groomsmen
Best man and maid/matron of honor
Bride & groom!

Introduction list
Use the form below to submit your introductions. Left side is for females and right side is for males. View instructions below the forms.

IMPORTANT: Review the sample order above. Keep in mind intros for a reception are often done differently then intros for a ceremony.
Best Man/Maid of Honors typically go last right before the bride and groom are to enter.

Left side in order of appearance (#-Name-Title) *

Example of how to fill out form above-

1- Mother of the Bride Lisa Smith.
2-Mother of the Groom Ashley Jones
3- Bridesmaid Amanda Rodgers
4- Maid of Honor Amy Henderson
5- Bride Lauren Jones

Right side in order of appearance (#-Name-Title) *

Example of how to fill out form above-

1- Father of the Bride John Smith.
2-Father of the Groom Tim Jones
3- Groomsmen Ryan Jones
4- Best Man Dan West
5- Groom Michael Jones

If you have a set of 3 or more walking in...

Simply add more names to whichever side is more appropriate

Example:
3- Bridesmaids Jill Smith, Amy Jones, Ashley West.

Introduction music

Introduction Song or Songs *

Need some ideas for music?

Visit our Music Playlist page.

Scroll down to the bottom gallery and click on
"Top 30 introduction songs"

Music Playlists

Introductions are typically done with energetic background music for your group to walk into the reception to. You can choose one song or a variety of songs for each group. Here's a breakdown of examples:

-One song for everyone entrance

-One song for everyone's entrance except the bride & groom have there own song.

-One song for the parents, One song for the bridal party, One song for the bride & groom.

-Each group being introduced has there own song.

Using the form to the left please input the song & artist of the song followed by who it is intended for. You can even include start times of each song.

Keep in mind....
-It can vary based on the venue layout but most introductions per pair or group only last about 10-20 seconds.

-If your giving us individual songs per entrance we will find the best parts of the song to play. Its difficult to give us exact start times since our version of the song may be a different cut then yours.

-You may want to ask for songs from your bridal party and parents! They may have some input and a fun idea to go along with there intro.

Please make the subject line say "Introduction music" followed by your wedding date.

Need some ideas for music?

Visit our Music Playlist page.

Music Playlists

First Dance

First Dance Song Name & Artist *

First Dance will take place.. *

Comments to DJ about first dance *

Yes. It is time for your first dance! How exciting!
Pick a song that represents you both the best.

-The DJ will typically play about 2 minutes into the song and that ask for a round of applause.
If it is important to you to have the full length of the song played please specify this in the comments below.

The first dance is typically immediately following the introductions. The DJ will give you a moment to situate yourself on the dance floor and will announce your first dance.

Need some ideas for music?

Visit our Music Playlist page.

Scroll down to the bottom gallery and click on
"Top 30 first dance songs"

Music Playlists

Parent Dances

Father/Daughter Dance-

Select One *

This dance will take place... *

This dance will happen... *

Father/Daugther Song & Artist *

Name of father or person that will be dancing with bride *

Comments to DJ regarding father/daughter dance *

Mother/Son Dance

Select One *

Mother/Son Song & Artist *

This dance will take place.. *

This dance will happen... *

Name of mother or person who will dance with groom *

Comments to DJ regarding mother/son song *

Please let us know if this dance needs to be adjusted in anyway, shape or form. The DJ will introduce the dance accordingly based on the bride and grooms preferences.

Keep in mind...

-The DJ will typically play about 2 minutes into the song and will ask for a round of applause.
If it is important to you to have the full length of the song played please specify this in the comments below.

This dance can happen in a variety of places

-Directly after the introductions
Pro: Everyone's attention is still directed to the dance floor.
Pro: Since everyone is in the room and near the dance floor you won't have to worry about trying to locate the father, mother, etc.
Pro: Some people consider this to be "getting it out the way"
Con: Some people feel it gets to be to much and interest is lost when watching all the special dances back to back.

-During or after dinner
Pro: Breaks up the dances so everything isn't back to back.
Con: Depending on timing some people may not be in the room and will miss it or they will not be paying attention to the dance.
Con: The DJ will do there best to make sure the people involved in the dance are in the room when it is announced however its easy for the bride, groom and/or parents to be distracted with other things going on throughout the reception. Examples include simply being in the bathroom, hanging out in another area of the venue, or taking photos with the photographers.

Always bring up the timing of these dances with your venue coordinator or planner. They may have input as to what the venue typically does based on a timeline they like to follow.

Also feel free to talk it over with your DJ. We do this on a regular basis so we are quite the pro's for advice!

Lastly remember that the more your DJ knows the smoother things will run during the event. Always keep them in the loop about specific details or sensitive matters regarding the parents or the dances themselves.

Need some ideas for music?

Visit our Music Playlist page.

Scroll down to the bottom gallery and click on
"Top 30 Mother/Son Dances"
"Top 30 Father/Daughter Dances"

Music Playlists

Toasts

Toasts will take place... *

Toasts typically can be done anywhere from once guests are seated after the introductions all the way through the middle of dinner. It depends on how you'd like to space it out.

A common mistake is to not have at least one of your toast givers to physically give the toast itself by raising a glass and asking the guests to do the same. You may want to check and make sure at least one physically gives the toast itself.

Toasts will take place at: (Time) *

The people giving the toasts will be introduced individually and given a wireless microphone.

First toast is by: *

Vivid Events does not allow guests that are not listed to give toasts unless we are instructed to do so. If someone is interested that day in giving a toast simply let the DJ know they are ok to give a toast.

Second toast is by: *

Third toast is by: *

Fourth toast is by: *

Additional toasts and/or comments about toasts *

Dinner

Dinner will be.. *

Sit down/ Plated meal. Buffet Other

Vendor Meals

Our DJs and any additional Vivid Events staff greatly appreciate a vendor meal. We are very flexible on the timing and location of our meals and always eat quickly to ensure we are back in action.

(Don't worry! Music is playing at all times, even during our meal)

Time that dinner will be served *

Comments to DJ about dinner *

Playlists

Dinner Playlist *

Dance Playlist *

DO NOT Playlist *

Comments to DJ about Playlists *

Keep in mind that the guidance we give throughout this form is only a recommendation. This is YOUR wedding and we are happy to do what is in our power to make sure you get everything the way you want it. We are happy to accommodate your requests and ideas.

Now comes the fun part! Playlists!

We allow you the ability to provide as much input as you'd like for the music played at your wedding.

List the song and artist's you'd like to hear in either the dinner playlist or the dance set playlist.

Not sure when the songs should be played? Just input all of the songs in one column and make a note that you'd like the DJ to place songs as they find fit.

-By no means should you feel obligated to provide an entire playlist. The DJ is a professional there to fill in the gaps no matter how big or small. You can simply provide a few songs, no songs, a specific genre or style you are looking for. Anything goes.

-We do our best to play all the songs in your playlists however its possible some music may get left out. We wouldn't want your absolute favorite tune that your dying to hear at the wedding be one of these so please place an * (Asterisk) after the title of the songs that are must plays.

Helpful hints about the Dinner Playlist..

-Dinner typically lasts about 50 to 90 minutes. If you are trying to provide us with the entire dinner playlist please aim for 90 minutes worth of music.

-Try not to mix dance tunes into the dinner playlist. Even if you want to get the crowd up and dancing in between courses keep that music listed under the dance set lists.

Helpful hints about the Dance Playlist...

-Have a ton of dance music picked out for your wedding? That's great!
Want to keep your dance floor packed all night? Read this..

-It is strongly recommended that there be room for adjustment to allow the DJ to play music that is going to get the crowd up on the dance floor and engaged all night long! When strict dance playlists are provided it doesn't allow the DJ to adjust music and could lead to an empty dance floor :-(

-Your DJ is a professional who has provided entertainment for numerous weddings. That night your DJ will get an idea of the crowd and play the music that is going to get them to stay on the dance floor all night long.

-Its great to provide a large playlist for dancing but its not recommended to have the DJ play it in your specific order or to have all of the songs be "must plays" Again it won't leave any room for adjustment the night of the wedding.

-Dance sets during a traditional 4 hour reception typically lasts roughly 2 hours.

-Always try to keep in mind the diversity of your crowd and ask yourself this one question- Are people going to dance to this song? Just because you might think its the most rad song of the century doesn't mean your guests will. People love to dance to music they are familiar with. Music that they can sing along to. Try to keep the more abstract tunes that you love in your dinner and cocktail playlists. That way you'll still hear the song you love but you won't risk a buzz kill on the dance floor.

-Slow songs! How many and should we even bother? The answer is 2-3 and yes! Some of your guests, typically the older crowd, might only get up and dance to those few slow songs. They are probably looking forward to that moment that can have a slow Jam with there loved one. Don't deprive them of that because your worried about killing the vibe. Trust us the vibe will come back. It's a win-win situation. You'll get great photos from your photographer and/or videographer. You'll make the older crowd of the wedding happy and create some romantic moments for the couples at your wedding. On the contrary you don't want to blast your playlist with 15 slow jams. Its true to say that a slow song does change up the tempo on the dance floor so to mix in to many slow songs it'll be difficult to create a fun dance atmosphere. Realistically on average only about 1-3 slow songs get played during a 2 hour dance set.

DO NOT Playlist

-You can put a specific song, artist or genre that you don't want played at any point during your wedding. Regardless of whether the song is requested or not we will not play it.

Need some ideas for music?

Visit our Music Playlist page.

Music Playlists

Cake Cutting, Garter, Bouquet Toss

Cake Cutting *

Yes we will have a cake cutting No we will not have a cake cutting

Cake cutting is typically either directly after dinner is finished being served or at some point during the dancing portion of the event.

If your unsure of a song just say "Leave it up to the DJ" and the DJ will pick out an appropriate song.

Cake Cutting Song & Artist *

Need some ideas for music?

Visit our Music Playlist page.

Scroll down to the bottom gallery and click on
"Top 30 Cake Cutting songs"

Music Playlists

Cake Cutting will take place at (Time) *

Bouquet Toss *

Yes we will have a bouquet toss No we will not have a bouquet toss

Bouquet toss typically happens directly after cake cutting or at some point towards the end of the event.

If your unsure of a song just say "Leave it up to the DJ" and the DJ will pick out an appropriate song.

Bouquet Toss Song & Arist *

Need some ideas for music?

Visit our Music Playlist page.

Scroll down to the bottom gallery and click on

"Top 30 bouquet toss songs"

Music Playlists

Bouquet Toss will take place at (Time) *

Garter Toss *

Yes we will have a garter toss No we will not have a garter toss

Garter Toss typically is directly after the bouquet toss.

There are two parts to the garter. Removing the garter from the bride and then tossing it to the single men.

If your unsure of a song just say "Leave it up to the DJ" and the DJ will pick out an appropriate song.

Garter Removal Song & Artist *

Need some ideas for music?

Visit our Music Playlist page.

Scroll down to the bottom gallery and click on
"Top 30 Garter toss songs"

Music Playlists

Garter Toss song & Artist *

Comments to DJ about Cake Cutting, Garter or Bouquet *

Last Song

Hard to believe but only one more tune! End the night with a great song!

No ideas? No worries! Just leave blank and the DJ will use there judgement based on the crowd to play a great song.

Last Song Name & Artist *

Final details..

Photographer Name & E-mail *

We like to know what other vendors we should expect at the reception. If you are using Vivid Events for your videography and/or photo booth please just enter Vivid Events.

Videographer Name & E-mail *

Caterer Name & E-mail *

Photo Booth providers Name & E-mail. *

Additional Vendor Name & E-mail *

If we left someone out that you think we should know about enter them here

Any additional comments to DJ. *

Your almost done! But before you click submit please provide us with any other information you think will be helpful to the DJ. Even if you think something may be an "overkill" of information, it may end up being something that the DJ finds very useful. The more we know the better off things will be. Trust us!

Please submit this form online digitally. We discourage hand written copies to be provided to us.

You've done it! Your probably cursing us out over this lengthy form but it's all for a good reason. Making sure your event runs smoothly! We truly thank you for your time to complete this and are beyond thrilled to be apart of your big day!

Before you hit submit take a quick browse to make sure you didn't leave anything out.

You may get an error code saying you left one of our required fields blank. Any field with a red asterisk next to it is a required field.

Don't forget to print out this form once you've completed it. This way you'll have the completed details of what you provided us.

Any questions, issues, or changes please e-mail us at VividEvents@yahoo.com

Once again Thank you!

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