When it comes to planning your wedding, few elements have a bigger impact than the entertainment. From the ceremony to the cocktail hour, and all the way through the final song on the dance floor, the right mix of music, experiences, and visual effects can turn your wedding day into an unforgettable experience.
But timing matters. Booking your wedding entertainment too late could mean missing out on your top choices. At Extraordinary, we work with couples across the country to deliver unforgettable weddings with professional DJs, bands, live musicians, custom lighting, photo booths, and dazzling special effects.
Use this wedding entertainment checklist to help you plan ahead, lock in your top picks, and keep your guests entertained from start to finish.
12+ Months Before: Lock In Your Wedding Vision
At this early stage of wedding planning, you’re likely confirming your wedding venue and setting the wedding date. This is the perfect time to start thinking about your entertainment goals and narrowing down what you’d like to include based on your personal preferences, wedding theme, and guest list size.
Book or Consider:
- Wedding planner (if using one)
- DJ or live band for the reception
- Ceremony musicians (string quartet, soloist, harpist)
- Wedding entertainers (magician, champagne aerialist, live painter)
- Photo booth provider
- Lighting and special FX team
Tip: Entertainment often books up quickly for peak seasons, especially for Saturday weddings. Start contacting vendors early and ask about signed contracts, deposits, and customization options.
9–12 Months Before: Secure Key Vendors
Once you’ve settled on your venue, it’s time to start locking in your big entertainment pieces. Whether you’re dreaming of a professional DJ who knows your favorite songs or a live band that keeps the energy high all night long, this is when you’ll want to make your final selections.
Before booking, be sure to check with your venue about any vendor restrictions. Some venues require you to use their preferred vendors for services like music, lighting, or photo booths, which could limit your options. Understanding these rules early helps avoid surprises and ensures all your chosen vendors can operate on-site without issue.
Finalize and Book:
- Ceremony music (acoustic or classical)
- Reception DJ or band
- Photo booth rental
- Lighting and ambiance features (string lights, disco lights, custom uplighting or monogram)
- Visual and special effects (cold sparklers, low fog for your first dance, or confetti canons)
Ask your DJ or band if they can accommodate special requests or create a personalized song list for key moments, such as the cake cutting, grand entrance, and final dance.
6–9 Months Before: Add the Interactive Elements
This is the time to bring in fun wedding activities and interactive features that keep your guests engaged. Think about wedding entertainment ideas that reflect your style—whether it’s high-energy, elegant, quirky, or unexpected.
Book or Plan:
- Photo booth (with fun props, custom backdrops, and digital sharing)
- Interactive experiences like a claw machine or a silent disco
- Surprise performances by dancers or musicians (like a saxophonist performing alongside your DJ or even a dramatic CO2 cannon blast during the party)
- Wedding favors that tie into the entertainment theme (custom records, branded photo strips, karaoke mics)
3–6 Months Before: Finalize Event Flow
As your wedding day draws closer, work with your wedding planner or vendors to build a cohesive event timeline. Your entertainment should feel effortless, from the walk down the aisle to the last call at the evening reception.
Confirm:
- Ceremony, cocktail hour, and reception music with your DJ, live musician, or band (consider a jazz trio or guitarist for a relaxed, welcoming vibe)
- Exact flow of ceremony, reception, and dance floor moments
- Backup plans for outdoor wedding setups (weather, power, flooring)
- Final guest list and any specific songs for key moments
Now is the time to share special requests with your DJ, musicians, or performers. Want a remix of your first dance song? Need a playlist for your bridal party entrance? Give them all the details now.
1–2 Months Before: Rehearse and Review
The countdown is on. With your major vendors booked and timelines set, use this time to do final run-throughs and answer any last-minute questions. Reconfirm all bookings and make sure everyone knows the venue logistics.
To-Do:
- Share ceremony and reception timelines with your entertainment team
- Confirm arrival, setup, and teardown times
- Walk through the venue with your DJ/band and photo booth vendor
- Create cue sheets for any performances or choreographed segments
- Share any pre-wedding playlists or audio files with vendors
- Check with your vendors to ensure you have any required certificates of insurance that your venue may request
If you’re incorporating live music, ask about a brief sound check and provide access to outlets, staging areas, and backup equipment.
2–3 Weeks Before: Keep Guests Informed
Great entertainment doesn’t just show up—it’s planned, communicated, and coordinated. Keep guests informed about what to expect and prepare your vendors to bring your vision to life.
Final Steps:
- Print or share signage for fun wedding activities (photo booth, silent disco, etc.)
- Distribute a vendor timeline to everyone involved
- Create a shared song list or playlist for key moments
- Confirm that all vendors are ready for the wedding day, including paying any final balances due
Consider using digital or printed date cards near the photo booth or DJ booth to let guests know when features are available (e.g., “Fireworks at 9PM” or “Booth open after dinner”).
Wedding Day: Enjoy the Show
By now, everything is in place. Trust your vendors, relax, and enjoy the celebration. Your job is to soak up the special moments, dance with your friends, and make memories you’ll treasure forever.
Entertainment Highlights to Look Forward To:
- A magical first dance on a cloud of low-lying fog
- Guests laughing and posing with fun props in the photo booth
- A packed dance floor led by your DJ or live band
- Interactive entertainment like a roaming saxophonist or dancer
A well-executed entertainment plan means your guests stay energized and the celebration keeps going all night long.
Why Work With Extraordinary?
At Extraordinary, we go beyond just booking entertainment—we bring your vision to life. Whether you’re planning a grand ballroom event or an intimate outdoor wedding, our team helps couples across the country create customized, stylish, and stress-free wedding entertainment experiences.
We offer:
- Professional DJs and live musicians
- Immersive lighting and special FX
- Custom photo booth rentals with stylish setups
- Talent sourcing (dancers, novelty acts, and more)
- AV support, day-of coordination, and timeline guidance
- And so much more!
As a trusted partner in the wedding industry, we collaborate with your planner, venue, and vendors to ensure your special day is seamless and spectacular.
Let’s Start Planning Your Wedding Entertainment
No matter your style, budget, or timeline, we’re here to help you create a celebration that leaves a lasting impression. Contact Extraordinary today to discuss your ideas, check availability, and create a customized wedding entertainment checklist that aligns with your vision.
