Wedding DJ Questionnaire: What to Give Your DJ
Wedding DJ Questionnaire: What to Give Your DJ
Give your DJ a completed, category-organized questionnaire, a must-play playlist of about fifteen to twenty songs, and a phonetic pronunciation card. Send an initial contact form at booking, the full wedding DJ questionnaire several weeks before your date, and lock final details a week or so out.
Your DJ needs these five documents before anything else:
- Contact sheet: couple names, venue address, planner, photographer, and videographer with phone numbers
- Must-play and do-not-play lists: titled and numbered, not a streaming link alone
- Key-moment song cues: processional through last dance, with artist and start cue
- Reception timeline: hour-by-hour run of show with curfew noted
- Vendor contacts: day-of coordinator, venue manager, and AV contact
Getting all five to your DJ early is the single biggest factor in a smooth reception. The rest of this guide shows you exactly how to build each one.
Table of Contents
- What does a wedding DJ questionnaire need to cover?
- How do you communicate music preferences to your DJ?
- Which songs belong in the key-moments section?
- What should you give your DJ for announcements and emcee duties?
- What equipment and logistics details does your DJ need?
- How and when should you submit the questionnaire?
- When should you send the questionnaire, and what contract points matter?
- Ready-to-use wedding DJ questionnaire templates
- Pro tips for the DJ consultation and questionnaire process
- Key Takeaways
- Why the questionnaire is the most underused planning document
- Useful sources
What does a wedding DJ questionnaire need to cover?
Every DJ questionnaire starts with the same foundation: the facts a DJ cannot guess. Venue, timing, and contact details have to be exact because a wrong load-in time or a missing coordinator number creates a cascade of problems before the first song plays.
Event identifiers
- Couple’s full legal names and preferred names for announcements
- Wedding date and day of the week
- Venue name, street address, city, state, and zip code
- Reception start time and hard curfew time
- Ceremony location (if different from reception)
Primary contacts
- Couple: cell phone and email, preferred contact for day-of questions
- Wedding planner or coordinator: name, cell, and email
- Venue manager or banquet captain: name and direct line
- Photographer: name and cell (for timing coordination on first dances and cake cutting)
- Videographer: name and cell (for mic placement and audio feed requests)
Guest count and access
- Estimated guest count (affects speaker placement and volume levels)
- Load-in door location and parking instructions
- Elevator or stair access for heavy equipment
- Any venue restrictions: noise ordinance start time, no-confetti rules, outdoor contingency
Pro tip on formatting: use copyable fields for phone numbers and email addresses so the DJ can paste them directly into a contact sheet. Designate one person as the day-of decision-maker for music changes so the DJ is never caught between two conflicting instructions.
How do you communicate music preferences to your DJ?
Music preferences are where couples spend the most time on the questionnaire, and for good reason. A DJ who knows your taste can read the room and fill gaps intelligently. One who only has a 10-song list is guessing for the other four hours.
Start with genre and era. Give the DJ a short descriptive phrase: “upbeat indie and classic Motown,” “modern Top 40 with some 90s R&B,” or “country with a few classic rock crowd-pleasers.” That phrase does more work than a genre checkbox.
Must-play list guidance
Aim for 15–20 songs. Fewer than 10 gives the DJ too little to work with; more than 25 turns the reception into a rigid setlist. Number each song and include the artist name so there is no ambiguity between two songs with the same title.
- Song title and artist
- Moment it belongs to (open dance, dinner, cocktail hour) or “anytime”
- Clean or explicit version preference
Do-not-play list
This field matters as much as the must-play list. Include specific songs, artists, and entire genres you want avoided. If your family has a complicated history with a particular song, write it down. The DJ cannot protect you from a request they do not know to block.
Guest requests and explicit-lyrics policy
According to Check Cherry’s analysis of real DJ questionnaires, 53% ask whether the DJ can accept guest requests and 37% ask whether explicit lyrics are allowed. Add a simple yes/no checkbox for each, plus a note on when the DJ can override a request (for example, “DJ may decline requests that conflict with the do-not-play list”).
Embedding a Spotify or Apple Music playlist URL alongside your must-play list gives the DJ a living picture of your taste. The playlist shows range; the numbered list shows non-negotiables. Both together are better than either alone.
Which songs belong in the key-moments section?
Key moments are the cues where a wrong song or a late start is immediately obvious to every guest in the room. This section of your questionnaire needs to be precise.
Standard key moments to cover
- Processional (each person walking in, if different songs)
- Bridal entrance
- First dance
- Parent dances (mother/son, father/daughter, or combined)
- Cake cutting
- Grand entrance of the wedding party
- Last dance / grand exit
For each moment, provide the following:
| Moment | Song Title | Artist | Start Cue | Notes |
|---|---|---|---|---|
| Bridal entrance | A Thousand Years | Christina Perri | Beginning | Fade at 2:00 |
| First dance | At Last | Etta James | Full song | No fade |
| Father/daughter | My Girl | The Temptations | Beginning | Dad requests full song |
| Cake cutting | Sugar | Maroon 5 | Chorus | 60 seconds only |
| Last dance | Don’t Stop Believin’ | Journey | Beginning | Full song |
The “Start Cue” column prevents the DJ from playing a 45-second intro before the couple reaches the dance floor. “Notes” handles everything else: fade instructions, live intros, or a specific verse to skip.
Phonetic pronunciation fields
A fillable run sheet that includes phonetic name fields is the single most reliable way to prevent mispronounced names during introductions. Write every name phonetically, even the ones that look simple. “Siobhan” (shih-VAWN) and “Nguyen” (WIN) are common examples, but even “Leigh” versus “Lee” is worth clarifying.
Include the full wedding party introduction order with phonetic spellings and preferred titles.
What should you give your DJ for announcements and emcee duties?
The DJ’s emcee role is where preparation shows most clearly. A confident, well-paced introduction sounds effortless because the DJ rehearsed it. A stumbled name or an awkward pause happens when the script was never written down.
Fields to include for announcements
- Introduction order for the wedding party (name, relationship, phonetic spelling)
- Preferred tone: formal (“Please welcome…”) or conversational (“Let’s hear it for…”)
- Pronouns for each person being introduced
- Who makes which announcements: DJ, officiant, planner, or a family member
- Microphone handoff instructions (who holds the mic for toasts)
Sample script snippets you can paste directly into your questionnaire
- Grand entrance: “Ladies and gentlemen, for the first time as husband and wife, please welcome [Name] and [Name]!”
- Toast intro: “At this time, we’d like to invite [Name] to share a few words.”
- Cake cutting: “If everyone could make their way toward the cake table, [Name] and [Name] are about to cut the cake.”
Keep the scripts short. The DJ will personalize them, but having your preferred phrasing in writing prevents surprises.
Microphone placement matters for photography. Ask your DJ to position the MC stand where the photographer has a clear sightline to the couple’s faces during toasts. A small logistical note in the questionnaire saves a conversation on the day.
What equipment and logistics details does your DJ need?
Technical failures on a wedding day are almost always preventable. The questions you ask before booking determine whether your DJ shows up prepared or improvises.
Setup and load-in checklist
- Arrival and setup start time (typically 2–3 hours before the reception)
- Load-in door location and distance from parking
- Elevator dimensions or stair count for heavy cases
- Stage or DJ booth dimensions and floor surface (carpet vs. hardwood affects speaker placement)
- Outdoor setup: rain contingency plan and tent or covered area availability
Power and technical requirements
- Number of dedicated power outlets and their locations
- Outdoor power source (generator vs. venue-supplied)
- Venue AV contact name and number for day-of technical questions
- Permission for uplighting, fog machines, or wireless microphones (some venues restrict these)
Backup equipment and insurance
Confirming backup equipment and liability insurance before signing a DJ wedding contract is non-negotiable. Ask directly: does the DJ carry a backup laptop, backup speakers, and backup cables? Is the DJ covered by liability insurance, and can they provide a certificate of insurance to the venue?
Top DJs carry backup gear as standard practice. If a DJ hesitates on this question, that hesitation is your answer.
Pro Tip: Ask your venue coordinator whether the DJ needs to submit a certificate of insurance before the event. Many venues require it, and getting this confirmation early prevents a last-minute scramble.
How and when should you submit the questionnaire?
Delivery method matters. A questionnaire buried in an email thread is easy to miss; a shared form link with a clear deadline gets completed.
Preferred submission methods
- Form link (Google Forms, Typeform, or a planner platform like Thespecialwedding)
- PDF with fillable fields, printed and brought to the final meeting
- Shared playlist link (Spotify or Apple Music) plus a separate must-play document
- 15-minute phone call if the couple cannot complete the written form
DJs often request a printed copy or PDF at the final meeting, along with venue banquet times and any facility-provided music guidance. Bring both a digital and a printed copy to that meeting.
File format guidance for playlists
Flag explicit tracks in your playlist. If you want clean edits, note it next to each song title. Radio edits exist for most popular songs; your DJ can source them if you flag the need in advance.
Final must-play and do-not-play lists should be submitted 30–60 days before the wedding so the DJ has time to prepare clean edits and confirm cues. Last-minute additions to the must-play list are usually fine; removing a song from the do-not-play list requires a direct conversation.
Last-minute confirmation checklist (1–2 weeks out)
- Timeline locked and shared with DJ, planner, and photographer
- All name pronunciations confirmed in writing
- Vendor contact sheet updated with day-of cell numbers
- Load-in instructions and parking confirmed with venue
When should you send the questionnaire, and what contract points matter?
Timing and contract clarity are where couples most often leave themselves exposed. Sending the questionnaire too late means the DJ is preparing under pressure; skipping contract checks means surprises on the bill.
Recommended timing
- At booking: send a short intake form (names, date, venue, contact info)
- 4–6 weeks before the wedding: send the full, detailed questionnaire; this is the industry-recommended window for finalizing formalities without premature commitments
- 1–2 weeks before: lock the timeline, confirm pronunciations, and share the final vendor contact sheet
Integrating your DJ into the planning team 3–6 months out gives them time to flag venue constraints, suggest timeline adjustments, and coordinate with your planner. DJs who know the venue’s sound limits and curfew rules months in advance build a better run of show than those who learn about them the week before.
Contract checklist: confirm these before signing
- Will the contracted DJ perform, or could a substitute be sent?
- What is the backup DJ policy if the primary DJ is ill or unavailable?
- What backup equipment does the DJ carry?
- What are the overtime rates if the reception runs long?
- What are the cancellation and refund terms?
- Does the DJ carry liability insurance, and will they provide a certificate to the venue?
Pro Tip: Ask your DJ to walk you through their contingency plan for a power outage or equipment failure. A prepared DJ has a specific answer. A vague answer is a red flag worth acting on before you sign.
Ready-to-use wedding DJ questionnaire templates
Two templates follow: a short checklist for quick submission and a full form for DJs who need every detail. Longer questionnaires with 25 or more questions tend to have higher completion rates than shorter forms, so erring toward more detail pays off.
Short checklist template (single page)
- Couple names and preferred announcement names
- Wedding date, venue name, and address
- Reception start time and curfew
- Planner name and cell; venue contact name and cell
- 10 must-play songs (title and artist)
- 5 do-not-play songs or artists
- First dance song and artist
- Any phonetic name spellings needed
Full questionnaire template
| Category | Field | Your Answer |
|---|---|---|
| Event basics | Wedding date | |
| Event basics | Venue name and address | |
| Event basics | Reception start / curfew | |
| Contacts | Planner name and cell | |
| Contacts | Venue manager name and cell | |
| Contacts | Photographer name and cell | |
| Music | Genres / vibe description | |
| Music | Streaming playlist URL | |
| Must-play | Song 1 — title and artist | |
| Must-play | Song 2 — title and artist | |
| Do-not-play | Song or artist 1 | |
| Do-not-play | Song or artist 2 | |
| Key moments | First dance — song, artist, cue | |
| Key moments | Parent dances — song, artist | |
| Key moments | Last dance — song, artist | |
| Emcee | Introduction order with phonetics | |
| Emcee | Preferred tone (formal / casual) | |
| Logistics | Setup arrival time | |
| Logistics | Load-in door and parking | |
| Logistics | Backup equipment confirmed? | |
| Logistics | DJ liability insurance confirmed? |
Using these templates with a planner platform: Thespecialwedding supports customizable questionnaire templates that planners can send, track, and store in one place. You can build the full form above as a reusable template, share it with couples via a client portal, and export completed responses as a PDF for the DJ. That workflow replaces the email-thread version entirely.
If you are working with a professional planner, ask them to send the DJ questionnaire through their platform so responses are stored alongside the rest of your wedding documents.
Looking for a local MC or entertainment vendor to coordinate alongside your DJ? Genesis Master of Events in Oklahoma City is one example of a professional MC host listed on Thespecialwedding’s vendor directory.
Pro tips for the DJ consultation and questionnaire process
The questionnaire is most useful when it feeds directly into a live planning conversation, not when it sits in an inbox.
- Run a short pre-call if the form is incomplete. A 10–15 minute call captures the essentials faster than a back-and-forth email chain. Use the short checklist template as your call script.
- Ask for both a streaming playlist and a written must-play list. The playlist reveals taste; the numbered list reveals non-negotiables. Neither alone tells the full story.
- Confirm name pronunciations in writing, then rehearse them aloud once on the final call. Written phonetics prevent the first mistake; the verbal rehearsal catches the second.
- Share the completed questionnaire with all vendors. Your photographer, videographer, and planner should all have the same timeline and key-moment list. One combined final timeline, confirmed by everyone, eliminates the “I thought the first dance was at 6:30” conversation.
Pro Tip: Top DJs treat the questionnaire as a living roadmap for the entire reception, not a one-time form. Send an updated version whenever the timeline or song list changes, and ask your DJ to confirm receipt each time.
Key Takeaways
A completed wedding DJ questionnaire, delivered several weeks before your date, is the most direct way to prevent wrong songs, mispronounced names, and timeline confusion on your wedding day.
| Point | Details |
|---|---|
| Send timing | Submit the full questionnaire 4–6 weeks out; lock final details 1–2 weeks before. |
| Must-play list size | Aim for 15–20 numbered songs with artist names and clean-edit flags. |
| Phonetic fields | Write every name phonetically in the questionnaire to prevent MC errors. |
| Contract checks | Confirm backup equipment, substitute DJ policy, overtime rates, and liability insurance before signing. |
| Use a template | Copy the full questionnaire table above or build it in Thespecialwedding’s template tools for a reusable, trackable form. |
Why the questionnaire is the most underused planning document
Most couples treat the DJ questionnaire as a formality, something to fill out and forget. That framing misses what the document actually does. A well-built questionnaire is simultaneously a run sheet, a pronunciation card, a vendor contact directory, and a music brief. When it is complete, the DJ walks into your reception with every decision already made.
The failure mode is almost always the same: a couple submits a partial form, the DJ improvises on the pronunciation of a bridesmaid’s name, and the moment is slightly off. Nobody blames the questionnaire. But the questionnaire was where the fix lived.
What planners who use structured forms consistently find is that the couples who complete the full questionnaire, including the do-not-play list and the phonetic fields, have fewer day-of corrections. The form does not just inform the DJ; it forces the couple to make decisions they would otherwise defer until the reception is already underway.
The wedding event runsheet best practices that professional planners follow treat the DJ questionnaire as the source document for the entire run sheet. That is the right way to think about it: not a checklist to hand off, but the foundation everything else is built on.
Useful sources
- 50 Questions Every Wedding DJ Should Ask Couples | EverSet
- Wedding DJ Checklist: 27 Things to Confirm | DJ’s of Virginia
- Wedding DJ Checklist (Complete) — Classic Disc Jockeys
- The Ultimate 2026 Wedding DJ Checklist | Curran Entertainment
- Wedding DJ Questionnaire: What Real DJs Ask (With Examples) | Check Cherry
- Wedding DJ Checklist (Free) — Fillable Reception Music & MC Run Sheet
- Wedding DJ Checklist for Couples | Pioneer Valley DJs
- WEDDING DJ QUESTIONNAIRE — DJ Crashers (PDF)
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