The short answer
A wedding DJ or band contract should separate performance hours from load-in and setup, state the number and length of breaks, give an overtime rate, list power and space needs, and name the equipment included. It should also cover song lists, MC duties, who performs if someone cannot, meals, travel, payments and cancellation. Read it with the venue rules, which set sound limits and access times.
Is setup included in a wedding DJ or band's hours?
Look for two separate times: when the performer arrives to load in, set up and sound check, and when the paid performance starts and ends. A contract may state "four hours of performance" without saying how long setup takes or whether ceremony music is included. If the ceremony and reception are in different spaces, ask whether a second setup is needed and whether it costs extra.
For example, in a hypothetical contract a band plays from 6:00 to 10:00 p.m. and needs two hours for load-in and sound check. That means arriving at 4:00 p.m., which is before cocktail hour and possibly while guests are in the room. Check that the venue access window allows a 4:00 p.m. arrival and decide where the sound check happens.
How do breaks and overtime work for a wedding band or DJ?
Find the number and length of breaks and when they fall. Ask whether recorded music plays during a break and who provides it. For a band, a break schedule matters for dinner, toasts and the first dance, so place the breaks on your timeline rather than leaving them to the evening.
An overtime clause should state the rate, the billing increment and who can approve it on the day. For example, with a hypothetical overtime rate of $600 an hour billed in 30-minute increments, playing 45 minutes past the end time counts as two increments: 2 x $300 = $600. Before planning overtime, confirm the venue end time and any venue overtime charge, since the venue may set a hard stop.
- Number, length and timing of breaks
- Music during breaks and who supplies it
- Overtime rate and billing increment
- Who may approve overtime on the day
- Venue end time and venue overtime charge
What power, space and sound limits should I check?
Some performers attach a technical rider listing power needs, such as a number of dedicated circuits or outlets within a set distance, a stage or floor area of a certain size, and cover from sun and rain for an outdoor setup. Send the rider to the venue and ask them to confirm in writing that each item is available where the performer will set up.
Ask the venue whether it has a sound limit, a decibel meter, an in-house limiter that cuts power when volume passes a set level, or an outdoor music curfew. Share those rules with the DJ or band and ask how they will work within them. A band that needs a certain volume and a room with a strict limit is a mismatch best found before signing.
Do wedding DJs do the ceremony? Equipment to list
Check that the contract lists the sound system and what it covers: speakers for the reception, a separate setup for the ceremony or cocktail hour if you need one, and wireless microphones for the officiant and toasts. Lighting, uplighting and a dance floor light may be included, optional or excluded. If a line says "standard sound package," ask what that package contains. If you want the DJ to play the ceremony too, the contract should say so, with the ceremony start time, the location and whether a second system is set up there.
Ask whether backup equipment comes to the event, such as a spare microphone, mixer or laptop, and whether an item that fails is replaced on the day. Record each add-on with its price so the final invoice can be checked against what you selected, and keep that list with the signed contract.
- Reception sound system
- Ceremony and cocktail hour sound
- Wireless microphones for officiant and toasts
- Lighting and uplighting
- Backup equipment
Do wedding DJs also MC? Song lists and announcements
Look for a deadline for your must-play and do-not-play lists, and whether the performer follows the do-not-play list for guest requests too. For a band, check whether learning a new song for a first dance costs extra and how much notice they need. For a DJ, ask how they handle guest requests that are on your do-not-play list.
MC duties may include introductions, announcing dinner and toasts, and coordinating with the caterer and photographer. Check that the contract says who acts as MC and what they will announce. Send the names to be announced with a phonetic spelling, and agree who cues each moment.
Who performs if someone cannot, and what about meals, travel and payment?
A substitute performer clause may allow a band to replace a musician or a DJ company to send a different DJ. Check whether the lead performer is named, whether you are told about a substitution in advance, and whether you can hear or meet the replacement. If a named person matters to you, ask for that name in the contract.
Then record the remaining terms: meals and a place to rest for each performer and crew member, travel or lodging charges, the deposit and each payment date, and what each side owes if you cancel or postpone. Rules on returning payments vary by state and by contract, so ask the performer to state those terms in writing.
- Named lead performer or DJ
- Substitute notice and approval
- Meals for performers and crew
- Travel and lodging charges
- Deposit, payment dates and cancellation terms
DJ and band contract review
Use one row for a decision or deliverable. Keep unanswered items visible. Download the blank worksheet to open in Excel, Numbers or Google Sheets.
On a small screen, swipe the worksheet sideways to see the remaining columns.
| Term | Contract says | Venue rule | Question to ask |
|---|---|---|---|
| Performance start and end | — | — | — |
| Load-in, setup and sound check | — | — | — |
| Breaks | — | — | — |
| Overtime rate and increment | — | — | — |
| Power and performance space | — | — | — |
| Sound limit or curfew | — | — | — |
| Equipment and microphones | — | — | — |
| Song lists and MC duties | — | — | — |
| Substitute performer | — | — | — |
| Meals, travel, payments and cancellation | — | — | — |
A message you can make your own
Add your document reference and the questions that apply. You decide what to send and send it yourself.
Thank you for the contract. Before we sign, could you confirm a few details in writing? What time do you need to arrive for load-in and sound check, and is that separate from the performance hours? How many breaks do you take, and what plays during them? What is the overtime rate and billing increment? We have attached the venue rules on power, sound limits and access times; could you confirm you can work within them? Please also confirm who will perform, who acts as MC, and the deadline for our song lists.
Common questions
How much does a wedding DJ cost?
A wedding DJ cost has no single figure you can rely on, because each quote prices different hours, setups and equipment. Ask for an itemized quote that separates performance hours, ceremony sound, lighting, travel and overtime. For example, a hypothetical quote of $1,400 for four hours plus $250 for ceremony sound totals $1,650, and each extra 30 minutes adds its own line.
Do wedding DJs take requests?
Whether a wedding DJ takes guest requests is something to settle in the contract or your planning form. Say whether requests are welcome, whether the DJ checks them against your do-not-play list, and whether songs that are not on your lists can be played. Send the lists by the deadline the contract gives, and keep a copy.
Do wedding DJs need insurance?
A wedding DJ may need insurance because the venue requires it, so check the venue contract first. Some venues ask each vendor for a certificate of insurance naming the venue before load-in. Send the venue requirement to the DJ or band early and ask them to confirm in writing that they can provide it by the date the venue sets.
Is a wedding band contract different from a DJ contract?
A wedding band contract covers the same terms as a DJ contract, with more people to plan for. Check the number of musicians and crew, the break schedule, the stage size, the power circuits and the meals the band needs. A band may also charge to learn a new song, so ask about that before you send your first-dance choice.
Can a band send a different musician?
A band can send a different musician if the substitute clause allows it. Check whether substitutions are allowed, whether you are told in advance and whether the lead performer is named. If a particular person matters to you, ask for that name in the contract before you sign.
Who approves overtime for the DJ or band at the reception?
Overtime for a DJ or band should be approved by one person you name in advance, such as a planner or family member. Tell the performer who that is, write the rate and billing increment on your timeline, and confirm that the venue allows the extra time and what the venue charges for it.