2018 100
2019m- 100
2020
2025

EVENT PLANNING GUIDE

Thank you so much for choosing DJ Phil as your DJ and MC for your special day!

  • This planning guide is used to customize and personalize your event so your vision can come to life.
  • Please complete this guide 20 - 30 days prior to your event date.
  • Approximately 7 - 12 days prior to your event DJ Phil will send you a first draft timeline.
  • All timelines must be signed off on 4 days before the wedding.

3-5 days prior to your event, finalized timeline is approved by you.

NOTE: Please complete your Event Planning Guide on time. If you wait until the week of the event, DJ Phil will have no other choice than to select music for you. This is due to the amount of weddings DJ Phil works and the amount of time he puts into making each event perfect and unique.

Please enjoy the planning process and don't stress. DJ Phil is here to help.

Important information. (Please read)

  • No CDs, iPods, Computers, iPhones or any other devices will be plugged into DJ Phil's equipment at your event.
  • If you want specific versions of songs, please do not use anything other than iTunes, Apple, or Amazon Music. Do not search for music on YouTube unless you want to email the file directly to DJ Phil.
  • If you can't think of specific songs for some of the formalities or even dancing, just put "DJ Choice". Based off our consultations and music choices that you picked, DJ Phil can easily help fill in the blanks.
  • If something on this guide doesn't apply to you, just write in "NA".
  • Please ensure that the venue or catering staff provides a 4ft or 6ft skirted table with linen at your reception for DJ Phil.

You should really consider up lighting!

Uplighting can truly transform your reception and help give it a WOW factor! Your guests will be in awe when they enter. Up Lighting can appear very vibrant with bright colors or you can create a more subtle and elegant atmosphere by using colors like amber (candlelight effect.) This effect looks especially good in venues with a more rustic look.

***IMPORTANT**

There is a SAVE AND CONTINUE option at the end of this form, enabling you to finish filling it out at a later date. Simply scroll down to the end to find that option.

When you hit SAVE AND CONTINUE, you will be required to supply an email address. We will send you a link that you will use to return to the partially filled out form.

Planning form

CLIENT INFORMATION

Client Name (Bride)(Required)
Client Name (Groom)(Required)

EVENT INFORMATION

MM slash DD slash YYYY
Event Address

SERVICES PROVIDED BY DJ PHIL

Ceremony
Cocktail
Reception

NOTE AND REMINDER

If you need additional hours than what is already agreed upon. There will be additional fees. $75/half hour. $125/hour The all inclusive package is for a total of 6 hours.
Please send an invoice for additional time

COORDINATING SERVICES

Do you have a professional Coordinator/Planner?
Name

PHOTOGRAPHER

Name

CATERER

Name

VIDEOGRAPHER

Name

EVENT DEMOGRAPHICS

This information really helps DJ Phil in choosing music.
Please give an approximate NUMBER for each age range below. Don't use check marks.

Ethnic Backgrounds

This really helps DJ Phil in choosing music.

CEREMONY

Do you like dancing?
Do you have a lot of guests who like dancing/

CEREMONY

SERVICES NEEDED BY DJ PHIL

If DJ Phil is not providing ceremony services, just skip this part.
Check which is needed
Is the Officiant a Friend or Relative?
Ceremony Setting
Do you want your ceremony to be "unplugged?" (no photoS taking by guests)
Is there a Unity Ceremony? (Sand or Candle)
Are you repeating vows from Officiant?
Are you doing customized vows?
Will there be readers?
Readers require an additional microphone on stand - $50 charge
Please send me an invoice for an extra microphone.

VERY IMPORTANT - Music Professionals

If you are having singers, musicians or a band perform at your celebration, please provide DJ Phil with their name, phone number and a list of songs they will be performing. Any music that DJ Phil needs to play for singers / performers must be sent in a MP3 format to DJ Phil no later than 20 days proior to event date. If a musician needs to plug into DJ Phil's board for any reason, DJ Phil is responsible for amplification and this must be discussed at least 30 days prior to event date. Additional fees may or may not be applied.

HELPFUL MUSIC ADVICE

When it comes to ceremony music (especially prelude music), Vitamin String Quartet is a great recommendation. No matter what kind of music you like, they take just about any song, old or new, and play it to strings. It is a great way to keep a classical-traditional feel while also incorporating a modern vibe. You can find an amazing selection of Vitamin String Quartet music on iTunes. If strings are not the feel you are going for, then perhaps you can choose some of your favorite songs in a piano version or karaoke track. NOTE: When picking music for your ceremony, please be very specific which song, artist and version you want played. There are many different versions of songs with different artists, so listen to what is available on iTunes and choose your favorite. NOTE: DJ Phil does not use YouTube to download music. If you want something from YouTube, please email DJ Phil the MP3 file.

PRELUDE MUSIC. 15 - 20 minutes prior to start of ceremony. Prelude music is just background music while your guests are arriving.

OPTION: You can make planning easier by choosing one of the options below and allowing DJ Phil to choose some really great music selections based on your music preferences.
Choose prelude music type.

Choose 6-8 songs for your prelude music the order from most important to least important

If you want specific versions of songs please do not use anything other than Apple Music, ITunes or Amazon. Do not search for music on YouTube unless you want to email the file directly to DJ Phil.

PROCESSIONAL CEREMONY ORDER

List first names only. This will be the EXACT order of your processional.
List here only if Groomsmen ARE NOT escorting bridesmaids.
List couples here from wedding party if they are walking in together.

NOTE: Maid of Honor is single / Matron of Honor is married

Unity Ceremony

COCKTAIL HOUR

Is the cocktail hour in the same room as the reception?
Cocktail Announcments. Check the ones that apply.
NOTE. Assigned seating arrangements/ place cards are announcements made at the end of cocktail hour to instruct guests on how to find their seats heading into the reception.

COCKTAIL MUSIC

Cocktail music is simply background noise filler while your guests mingle. When choosing cocktail music, it is recommended that you don't choose music that you want to be present for because you will be taking pictures. However, dinnertime is a great opportunity to choose music that you love and is a reflection of your personalities.
Types of music for cocktail hour

Create Your Own List for the Cocktail Hour

List 15 - 18 Songs or pick a few and DJ Phil can fill in the rest with similar music. If you want specific versions of songs please do not use anything other than Apple Music, ITunes or Amazon. Do not search for music on YouTube unless you want to email the file directly to DJ Phil.
Cocktail Hour Song
Cocktail Hour Song
Cocktail Hour Song
Cocktail Hour Song
Cocktail Hour Song
Cocktail Hour Song
Cocktail Hour Song
Cocktail Hour Song
Cocktail Hour Song
Cocktail Hour Song
Cocktail Hour Song
Cocktail Hour Song
Cocktail Hour Song
Cocktail Hour Song
Cocktail Hour Song
Cocktail Hour Song
Cocktail Hour Song
Cocktail Hour Song
Cocktail Hour Song

RECEPTION

Make announcements / welcome guests

Introduction of the bridal party.

Below is the exact order they will be introduced. Want to save time? Just introduce the guest of honor.
Parents of the Bride
Parents of the Groom

Bridal Party

Save time and introduce the bridal party as a group / all at once. FIRST NAMES ONLY recommended.
1.
2
3
4
5
6
7

Please note whether you have a maid of honor (single woman) or a matron of honor. (married woman)

Maid / Matron of Honor
How would you like to be introduced? Check one.
Play the whole song or fade out 1/2 way through?)
WELCOME
Are doing a welcome?
Toasts
Is champagne being served?
1.
2.
3.
4.
5.
Will there be a blessing?
If Jewish, will there be a blessing of the bread and wine?

DINNER / MEAL

Announcements during meal?
Dinner / Meal Music Options
If you want specific versions of songs please do not use anything other than Apple Music, ITunes or Amazon. Do not search for music on YouTube unless you want to email the file directly to DJ Phil.
Is there a groom cake

PARENT DANCES

Play whole song or fade out 1/2 way through?
Play whole song or fade out 1/2 way through?
Anniversary Dance
Open Dancing... Can DJ Phil take requests?
Garter & Bouquet Toss?
Private Dance
Will there be an exit plan? (Example Sparklers)

CELEBRATION TIME!!!

Dance floor music. (Rule of thumb...DJ Phil can only play approximately 15 songs per hour)
Please check all types of music you would like to hear during dancing
Latin
Participation
If you want specific versions of songs please do not use anything other than Apple Music, ITunes or Amazon. Do not search for music on YouTube unless you want to email the file directly to DJ Phil.