Booking your wedding entertainment can feel overwhelming — between choosing bands, DJs, MCs, and ceremony music, there’s a lot to coordinate. The key to avoiding last minute stress is to start early and follow a simple timeline.
This wedding entertainment checklist helps you plan your entertainment step by step so you can lock in the perfect performers at the right time and stay relaxed as the big day approaches.
12 Months Out – Set the Mood and Budget
The first step in your wedding entertainment checklist is defining the feel of your wedding. Do you picture a lively dance floor with a full band or a relaxed outdoor celebration with an acoustic duo?
- Decide on your wedding style and vibe (romantic, rustic, elegant, beachside, modern).
- Confirm your venue — its size and layout will determine what kind of entertainment fits.
- Set your entertainment budget (usually 8–12% of your total wedding spend).
- Research wedding entertainment in your city. Start shortlisting acts that suit your vision.
Recommended pages:
9 Months Out – Book Your Key Performers
The next stage on your wedding entertainment checklist is all about locking in your headline acts. Good entertainment gets booked fast — especially in spring and summer. Once you’ve chosen your favourites, secure your date with deposits.
- Book your main act (band or DJ).
- Hire a ceremony musician or string quartet if you’re having live music for the aisle.
- Consider a wedding MC to coordinate speeches and introductions.
- Ask performers what equipment or space they’ll need — your venue manager will thank you later.
Tip: Many couples book a live band for the reception and a DJ to take over later in the night.
6 Months Out – Finalise Ceremony & Reception Details
At this point in your wedding entertainment checklist, it’s time to fine-tune the schedule and song selections.
- Confirm your ceremony song choices (aisle, signing, and exit).
- Share your “do not play” list with your band or DJ.
- If you have special performances or surprise acts, plan logistics now.
- Start dance lessons or rehearsals for your first dance.
Helpful reading:
3 Months Out – Confirm Timings and Equipment
This step in your wedding entertainment checklist is about communication and coordination. This ensures no surprises on the day.
- Finalise your run sheet (who plays when and where).
- Double check power access and sound limits with your venue.
- Send a schedule and contact list to all entertainers.
- Arrange travel and accommodation if needed for out of town performers.
1 Month Out – Final Checks and Music Tweaks
You’re almost there! At this point in your wedding entertainment checklist, it’s time to polish every detail. Everything should be confirmed now.
- Confirm the first dance song and its length.
- Review the set list with your band or DJ.
- Check start/finish times and any overtime rates.
- Remind your MC or DJ about pronunciation of names for intros.
1 Week Before – Relax and Delegate
By now, your entertainment is ready to go.
- Email your wedding coordinator or venue manager to confirm all performance times.
- Prepare final payments so you’re not chasing invoices on the day.
- Relax — you’ve done the hard work.
Optional: Send your entertainers a short thank you message with your wedding day contact details. It’s a small touch that makes a big difference.
Once the music fades, don’t forget to celebrate your performers.
- Leave a review on your entertainers’ Entertainment Now profile.
- Share a few photos or videos they can post on social media.
- Keep their contact — you might want them again for an anniversary or family event.
Final Note
Your entertainment is one of the most important elements of your celebration. When you plan ahead and follow this simple wedding entertainment checklist, you’ll secure the best acts, avoid stress, and create a seamless soundtrack for your big day.
If you’re still refining your plans or looking for fresh inspiration, these guides might help:
- Wedding Band vs DJ: What Brides Regret Most
- Top 5 Classy Wedding Entertainment Ideas (That Aren’t a Band or DJ)
- Top 10 First Dance Songs for Australian Weddings
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