Who Coordinates What: Your Music Timeline on the Day
Planners, venues, photographers, videographers and us. Here is exactly who handles what, and why we always ask for the venue contact.
Published · Updated · Malta DJ Events
On a wedding day there are usually five or six suppliers all working to the same timeline, and none of them can see the whole picture on their own. When coordination is good it is invisible. When it is missing, you get the small failures couples remember: a first dance announced before the photographer is ready, or speeches starting while the microphone is still in a case.
What we handle
We own everything to do with sound, music and the technical side of the entertainment. That means arriving and setting up to the venue schedule, testing before guests arrive, running the ceremony audio and microphones, providing music for each stage of the day, announcing moments if you want us to, cueing effects and lighting, and packing down afterwards. We also coordinate our own crew and any live musicians.
What your planner handles
If you have a planner or coordinator, they own the overall running order and the relationships between suppliers. We work to their timeline and flag anything technically unrealistic, for example a first dance scheduled five minutes after dinner service ends. Planners generally appreciate direct contact with us rather than messages relayed through you.
Why we ask for the venue contact
The venue controls access times, power, curfews and what we can and cannot fix to walls or ceilings. Speaking to them directly saves you from being a messenger. A five minute call between us and the venue often resolves details that would otherwise take a week of emails, and it means nothing surprises us on arrival.
Photographers and videographers
These two matter more than couples expect. They need to know when the first dance, the cake cutting and any effects are happening so they are in position. We share the cue timings with them on the day and coordinate low fog or sparks with them, since they will be shooting straight into it. Good photographers ask us, and we always tell them.
Making it easy
When you book, send us your running order, your planner’s details and the venue contact. From there we do the chasing. On the day you should be enjoying yourself, not coordinating suppliers.