The DJ Booking Reality
You got into DJing for the music, the energy, the moments when a packed dance floor moves as one. What you didn't sign up for: chasing deposits, writing contracts at 1am, and explaining your pricing for the hundredth time.
A solid booking system handles the business side so you can focus on what you do best. This guide covers how DJs can set up online booking that attracts quality clients, protects your time, and keeps your calendar full.
What Makes DJ Booking Different
DJs face unique booking challenges compared to other event vendors:
- Music is personal. Clients have strong opinions about what they want (and don't want) to hear. Collecting preferences efficiently is crucial.
- Services vary widely. A ceremony-only gig is different from a full wedding with cocktail hour, dinner, and a 4-hour reception. Your packages need to reflect this.
- Equipment scales up. A house party might need basic speakers; a 300-person wedding needs a different rig entirely.
- MC duties matter. Some clients want you to run the entire event; others just want you to play music. Clarify this upfront.
Structuring DJ Packages
Event Type First
Start by categorizing the types of events you serve:
- Weddings — typically your highest-value bookings with the most complexity
- Corporate events — different vibe, different expectations, often different pricing
- Private parties — birthdays, anniversaries, holiday parties
- Club/venue gigs — if you do regular bookings at venues
Your packages and pricing can differ significantly by event type. A wedding client expects a different level of planning and communication than someone booking you for a backyard birthday party.
Time and Coverage Tiers
Most DJ packages are structured by hours of performance plus included services:
- Essential — ceremony OR reception, basic sound system, 3-4 hours
- Standard — ceremony AND reception, professional sound, MC services, 5-6 hours
- Premium — full day coverage, upgraded sound, lighting, planning consultation, 8+ hours
Some DJs prefer flat-rate packages; others quote hourly with a minimum. Both approaches work — consistency and clarity matter more than the specific structure.
Add-Ons That Boost Revenue
After selecting a base package, clients should see upgrade options:
- Uplighting — LED lights that transform a venue
- Dance floor lighting — moving heads, lasers, effects
- Extra hours — when the party runs long (price these attractively)
- Additional sound coverage — cocktail hour speakers, outdoor ceremony setup
- Photo booth — if you offer it
- MC services — if not included in the base package
Presenting add-ons at booking is far more effective than mentioning them later. Clients in "buying mode" are primed to enhance their experience.
The Music Planning Process
Collecting Song Requests
Every DJ needs a system for collecting music preferences. You need to know:
- Must-play songs — the songs that absolutely need to happen
- Do-not-play list — often more important than the requests
- General vibe — genres, decades, energy level preferences
- Special moments — first dance, parent dances, special songs for specific moments
Build a song request questionnaire that clients can fill out in the weeks before their event. Include fields for song title, artist, and the moment it's for. Limit must-plays to a reasonable number — explain that too many "must-plays" doesn't leave room for reading the crowd.
Timeline Planning
For weddings especially, you need a detailed timeline. Collect:
- Ceremony start time and duration
- Cocktail hour location and vibe
- Reception flow — grand entrance, first dances, toasts, dinner, open dancing
- Any special moments — anniversary dances, bouquet toss, send-off
- Hard stop time — when does the venue kick everyone out?
Some DJs send timeline questionnaires separately from song requests; others combine them. Either way, collect this information early enough to review and follow up on questions.
Contracts That Protect You
DJ contracts should cover:
- Performance details — date, time, location, hours of service
- Payment terms — deposit amount, balance due date, accepted payment methods
- Cancellation policy — what happens if they cancel? What if you have to cancel?
- Equipment — what you're providing, power requirements, liability for damage
- Venue requirements — load-in access, parking, meals if it's a long day
- Music licensing — confirm you have proper licensing (ASCAP, BMI, SESAC)
- Recording/streaming rights — if applicable
Electronic signatures make contract execution instant. The best conversion happens when clients can book, sign, and pay in one session without waiting for email attachments.
Deposit and Payment Structure
Standard DJ payment structures:
- Non-refundable retainer — 25-50% at booking to hold the date
- Balance due — typically 1-2 weeks before the event
Why collect the balance before the event? Two reasons:
- You don't want to chase payment after you've already performed
- If there's a payment issue, you find out with time to resolve it
For smaller gigs (birthday parties, small corporate events), consider requiring full payment upfront. It's simpler and the amounts don't typically warrant payment plans.
Handling Wedding Leads
Wedding clients book far in advance and do extensive research. Your booking process should account for this:
Quick Response Time
Engaged couples often request quotes from multiple DJs simultaneously. The first vendor to respond with clear, professional information has a significant advantage. Online booking with instant availability checks and pricing gives you that edge.
Build Trust Early
Wedding clients are trusting you with one of the biggest days of their life. Your booking process should feel professional:
- Clear, well-designed booking pages
- Transparent pricing (no "contact for quote" mystery)
- Reviews and testimonials visible
- Professional contracts that show you take this seriously
Follow Up on Incomplete Inquiries
Many couples check availability but don't book immediately — they're still comparing options. Capture these leads so you can follow up. A simple email ("Still planning your August 15th wedding? I'm still available if you're interested") can recover bookings that would otherwise go elsewhere.
Corporate Event Considerations
Corporate clients have different needs:
- Invoicing over credit cards — many companies need to process payments through accounts payable
- Insurance certificates — often required before the event
- Specific content restrictions — no explicit lyrics, no politically sensitive songs
- Different decision makers — the person booking isn't always the person paying or the person you'll work with on-site
Consider a separate corporate inquiry path or package set that addresses these differences.
Day-of Details
Collect everything you need for a smooth load-in and performance:
- Venue contact and load-in instructions
- Day-of contact — who should you find when you arrive?
- Setup location — where exactly is your booth going?
- Power availability — dedicated circuits? Distance to outlets?
- Parking — especially important in urban venues
- Vendor meals — if it's a long day, are you being fed?
Questionnaires can collect this information automatically. Send them 2-3 weeks before the event with reminders.
Building Your Calendar
Your booking system should show real-time availability. When someone inquires about a date you're already booked, they should know immediately — not after days of back-and-forth emails.
Sync your booking calendar with your personal calendar. Block vacation days, family events, and other commitments so they don't show as available. If you're part of a multi-op DJ company, the system should show individual DJ availability, not just company-wide dates.
Getting Started with Check Cherry
Check Cherry is built for event professionals like DJs. Here's how to set up your account:
- Create your packages — wedding tiers, private party options, corporate event pricing
- Build your add-on menu — lighting, extra hours, additional coverage
- Set up song request and planning questionnaires — collect music preferences and timeline details
- Configure your contract — include your specific terms and requirements
- Connect your calendar — sync with Google, Apple, or Outlook
- Add booking to your website — embed directly or link to your booking page
Most DJs complete setup in an afternoon and start accepting bookings immediately.
See Check Cherry pricing or learn more about features for DJs.