The Private Event DJ Script That Revolutionized Our Business

If you’re a DJ looking to improve your client satisfaction rate, give clients a performance they will remember forever, and take your client calls to the next level - this is the post for you.

I will be giving you the raw, unedited version of the DJ client call script that has maintained our company's position as industry leaders in the Ottawa private event DJ market.

This is the same script we give our DJs and it's the result of countless lessons learned from hundreds and hundreds of wedding, corporate, and school events performed and consulted by 18+ of our private event DJs.

Being a great DJ isn't just about mixing tracks and reading the crowd - it's about the preparation that happens long before you step behind the decks. At the heart of this preparation is the client consultation call, where you lay the foundation for an exceptional event.

Why The Client Call Matters

The single biggest differentiator between an average DJ and an exceptional one is not their mixing skills or music knowledge - it's their preparation. The client consultation call is the cornerstone of this preparation, and here's why it matters so much:

Your client consultation call is your opportunity to:

Understand exactly what your client envisions
Address potential challenges before they arise
Build trust and rapport
Ensure no detail is overlooked

Think of it like being an architect before building a house - you wouldn't start construction without a blueprint. A strong consultation helps you:

Prevent common issues like playing the wrong version of important songs
Understand the crowd dynamics before you're in the room
Map out the energy flow of the entire event
Create a backup plan for potential challenges

In my experience, events with thorough consultations consistently outperform those without. When you know the couple's story, understand their guests, and have mapped out key moments, you can focus on creating magic instead of solving problems. This isn't just another meeting - it's the foundation upon which great events are built.

Remember: Your mixing skills, personality, or equipment might get you hired, but it's your preparation that will get you rehired and referred.

The Script

Below is our tried-and-tested consultation script, followed by a detailed breakdown of each section.

Please note, this script assumes you've already been hired and focuses on gathering the crucial details needed for event success.

SENTIMENT: You are excited for their event. Energy should be very positive. SMILE YOU’RE ON CAMERA 🙂This is an exciting time for everyone. Plus.. you get to party with them!

Hello [Client's Name]! It's great to meet you! How's your day going?

I'm great! My name is [Your Name], and I’ll be your wedding DJ for the night! Just to confirm, it’s on [Event Date] & [Location] correct? First and foremost, congratulations on your big day! I'm really excited to be a part of it and to help make your wedding an awesome experience.

In today's call, we'll discuss your musical preferences, the type of crowd you're expecting, and the equipment setup needed for your event. I'll also address any concerns you may have, so you can rest assured that everything will go smoothly.

[SECTION 1: Step Through VIBO, Music Preferences, and Emcee requirements]

** If they have not completed any of the Vibo, complete the rest of the client call, and schedule a second music followup call **

Request the updated version of the timeline, it is very important you get this, as VIBO will not always be the most up to date version of schedule.

Let’s go through your sections. Let me know what vibe or specific songs you have in mind for each part of the night? (e.g., ceremony, cocktail hour, reception).

What Key Moments are you looking for in your event? some text
1. Are there key moments not mentioned in Vibo you are looking for?some text
  1. If you’re an experienced DJ, you can ask specifically how their wedding will differ from the traditional wedding.
2. Do you want to hear the full song or just a piece of it? Let the song play out after?
3. First dance
4. Father-daughter/mother-son dance
5. Cake cutting
6. Group Photo on dancefloor

Do you have your own Emcee? Will you be requiring me to Emcee?some text
1. To what extent? Games, housekeeping announcements, or more? Dive into detail.some text
  1. Speeches, Last call, shuttle services, first dance, parents dance, are all common announcements.
  2. Important: Make sure you know how to pronounce all names of anyone being introduced or shouted out.
2. If there's another emcee, make sure they communicate with the DJ before using the microphone, so that they know how to teach each guest exactly how to hold the mic (1-2 inches in front of the chin), and to not go too close to the speakers, don’t cover the bottom/transmitter.

Music expectationssome text
1. What are your most important songs that MUST be played? (Sometimes clients don’t tell you or mark it in Vibo so you have to ask. Use heart/must-play system in Vibo)some text
  1. For the MUST play songs, do you want to hear the full song or just a piece of it?
2. How do you feel about taking requests from your guests?
3. Would you like me to prioritize your song list, guest song requests, or my personal judgment on what song to play.
4. [If a lot of songs in Vibo] On average, we play 20-30 songs per hour. If you have added more songs than we can play, which ones should be prioritized. (Using the heart and priority system in Vibo)

Is explicit music okay? (yes/no)some text
1. [Important] What does Explicit music mean to you?some text
  1. No Swearing? Suggesting themes? Specific artists?
  2. “Explicit” means something else for everyone, so you can save yourself a lot of time by clarifying this.

Any remaining music you have left to add to the platform after this meeting, please note that it needs to be ready at least 5 days before the event. This gives me time to prepare the music so I can get everything perfect for your big day.some text
1. We need to organize another call for that to review it. When is a good date/time? [book it right there]

[SECTION 2: CROWD EXPECTATIONS]

What is the crowd like? Help me cater to your crowdsome text
1. Bridal party? Kids? Young Adults? Grandparents? Etc?
2. Other Demographics? Cultures?
3. General musical tastes?

Is there a time where the demographic will shift? Late night crew?

Are there any guests that need special accommodations? How would you like me to handle them?some text
1. Such as guests to avoid them picking up the microphone? Other problems?

[SECTION 3: LOGISTICS & EQUIPMENT]

What is the day-of planners contact info? (name, phone, & email)?some text
1. [If we don’t have it already] Venue contact?
Can you provide the size, layout, and any restrictions of the venue?
Confirm Arrival Time
Will there be at least 2 outlets near our station for reception?some text
1. Number of outlets dependent on package.
Is there a separate location for Ceremony & Cocktail hour?some text
1. Is there power available for each one? How far away is the power?
Do you want the microphone for the ceremony? Do you require a microphone stand?
[If you know you’re bringing extra equipment] We may bring some extra equipment for your event, free of charge. Is there space to accommodate that?
Will you be providing a meal? (its okay if not, just need to know if I should bring food)

[SECTION 4: ADDRESSING CONCERNS + ASSURANCES}

[Word this your own way] You can say anything that’s on your mind. I'm here to help and will gladly address any issues that may be on your mind.

This also applies to the day of the event - please come up to me anytime something needs addressing. I will also come up to you and check in periodically.

Now that we’ve gone through everything. Paint me a picture of your perfect night?some text
1. This question is VERY important. It pulls out any last concerns they might have - AND has them visualize the night in front of you, so you can NAIL the essence of their vision.

Do you have any last questions for me? Is there anything that wasn’t addressed that you need to share with me? I want to be sure there is nothing left unsaid.

[CLOSING]

Thank you so much for taking the time to discuss your wedding plans with me today, [Client's Name]. I'm confident that together, we'll create an amazing atmosphere that you and your guests will remember for years to come. I'll be sending you a follow-up email summarizing our discussion and next steps. If you have any questions or need further assistance, please don't hesitate to reach out. Have a great day!

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Video Summary:

Script Breakdown

1. The Opening (Setting the Tone)

The script opens with enthusiasm and positivity. Notice how it:

Immediately personalizes the interaction with the client's name
Confirms basic event details (date and location)
Sets clear expectations for the call
Maintains a professional yet friendly tone

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Why this works: Starting with confirmation of basic details shows attention to detail and professionalism, while the warm tone helps put clients at ease.

2. Music Preferences and Key Moments

This section covers:

VIBO platform usage
Timeline confirmation
Must-play songs
Key moments (first dance, parent dances, etc.)
Explicit content preferences

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Pro tip: The script includes a crucial question about what "explicit" means to each client, as interpretations can vary widely.

3. Crowd Dynamics

Understanding your audience is critical. The script explores:

Demographics
Cultural considerations
Timeline of crowd changes
Special accommodations

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Why this matters: This information helps DJs prepare appropriate music selections and transitions throughout the event.

4. Technical and Logistical Details

A thorough coverage of:

Venue information
Power requirements
Equipment needs
Timeline confirmations
Meal arrangements

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Key insight: Notice how the script frames extra equipment as a value-add: "We may bring some extra equipment for your event, free of charge." When the equipment is available, this is a great way to show the client you care about the success of their event.

5. Addressing Concerns

The closing section:

Opens the floor for questions
Asks clients to visualize their perfect night
Provides assurance about day-of communication
Ends with clear next steps

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Critical element: The "perfect night" question often reveals crucial details clients forgot to mention earlier.

Best Practices for Implementation

Active Listening

Take detailed notes
Ask clarifying questions
Repeat back important details

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Time Management

Allocate 45-60 minutes for the call
Keep the conversation focused
Have a follow-up strategy for unresolved items

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Documentation

Send a follow-up email summarizing key points
Update your event planning software
Share relevant details with your team

Common Pitfalls to Avoid

Rushing Through Details

Every section matters
Allow time for clients to think and respond
Don't skip sections even if clients seem disinterested

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Assuming Knowledge

Explain industry terms
Don't assume clients know standard wedding traditions
Clarify ambiguous requests

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Poor Follow-up

Always send a summary email
Set clear deadlines for music selections
Schedule follow-up calls when needed

Conclusion

A successful event starts with a thorough consultation. This script has been battle-tested across hundreds of events and continues to evolve based on real-world experience. Remember: the time you invest in preparation pays dividends in event success and client satisfaction.

If you're looking to go deeper on understanding the clients deeply, check out this blog post: Master your DJ Client Calls by Understanding your Clients Deeply

Whether you're a seasoned DJ or just starting out, implementing a structured consultation process like this will elevate your service and help ensure every event is a success. The key is to be thorough while maintaining engagement and enthusiasm throughout the call.