DJ event timeline and service-scope comparison worksheet

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How to use this resource

Record the event purpose, date, venue, guest estimate, key moments, rooms, music direction, microphone and announcement needs, access window, and known venue constraints. Separate DJ performance, MC work, ceremony or presentation audio, lighting, equipment, setup, teardown, backup, travel, and deliverables. Ask the venue and provider to identify their own technical, permission, insurance, licensing, and safety responsibilities. Give each provider the same brief and compare written inclusions, assumptions, alternatives, timing, fee structure, terms, and fit.

Open the PDF in a form-capable viewer, save a copy, then fill it in. Reopen your saved copy to check your answers. You can also print the blank pages and write by hand. Your answers are not submitted to PickYourPro.ai.

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DJ preparation checklist

• List the event purpose, date, venue, guest estimate, audience context, rooms, planning contacts, and provider access window.
• Build a simple run of show with guest arrival, introductions, special moments, presentations, formalities, transitions, and event end.
• Describe music direction, must-discuss selections, do-not-play guidance, request handling, clean-version needs, and cultural or language preferences.
• Separate DJ performance, MC duties, ceremony or presentation audio, microphones, lighting, effects, recording, and other optional services.
• Inventory venue-provided sound, power, staging, tables, cover, loading, parking, stairs, elevators, wireless restrictions, sound limits, and coordination contacts.
• Ask the provider to document proposed equipment, setup and sound-check timing, backups, substitutions, operator coverage, teardown, and pickup.
• Identify who will confirm any necessary music, recording, venue, permission, insurance, safety, and technical responsibilities.
• Compare every proposal against the same timeline, rooms, service roles, equipment, logistics, backup plan, deliverables, and complete fee structure.

Questions to ask a DJ

1. How will you turn this event timeline, room plan, audience, music direction, announcements, and special moments into your written service scope?
2. Which DJ, MC, ceremony, presentation, microphone, lighting, effect, recording, operator, and coordination services are included or excluded?
3. What equipment do you propose, what venue-provided items or power do you rely on, and what setup, sound-check, teardown, and access windows apply?
4. How are requests, do-not-play guidance, clean versions, schedule changes, pronunciation notes, handoffs, substitutions, and overtime handled?
5. What backup equipment, files, personnel, communication, weather, room-change, delay, or interruption arrangements are included?
6. What is the complete fee structure, travel or access assumption, client and venue responsibility, cancellation or postponement term, and final deliverable or closeout?

Write down the answers and any exclusions. If two proposals describe different work, clarify the difference before comparing their totals. Leave unanswered points blank until the professional confirms them.

Official references and scope

These are original planning prompts, with AI assistance, prepared by PickYourPro.ai. Official links checked October 11, 2026. This pack has not been independently reviewed by a licensed specialist.

• U.S. Copyright Office: What is Copyright? ↗

  The Copyright Office explains that musical compositions and sound recordings are protected works and that uses may involve ownership, permission, licensing, exceptions, or public-domain questions. This worksheet only prompts the client, venue, and provider to identify responsibility for current permissions or licensing; it does not interpret copyright law.

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