We want your reception to be unique, special and everything you have always dreamed of. We will do everything we can to make it an evening to remember for you and your guests. This questionnaire is the best way for us and you collect key information needed to plan the details for your reception. Take your time and feel free to call or E-mail your Artist or Agent if you have any questions.

Please complete this questionnaire at least eight weeks before your wedding. The band leader/DJ will call and review the entire sequence of events with you once the form has been received. If you start working on it early, you have the ability to save by clicking "Save Draft" below.

For all E-mail correspondence please put the date of your event and artist name in the subject line.

Please complete and check all items that are applicable to your event.

Name*

First NameLast Name

Phone Number*

Email*

example@example.com

Phone number you can be reached at the week of your wedding

Artist Booked*

Date booked for Band/DJ/Artist/Act*

Date

Start Time for Band/DJ/Artist/Act**

Hour Minutes

AM/PM Option

End Time for Band/DJ/Artist/Act**

Hour Minutes

AM/PM Option

* If these times are different from your contract, please let us know so that we can update our records as soon as possible.

Wedding Hashtag

Reception Information

Reception Venue*

Reception Venue Address

Who is hosting the reception?

Relationship to the bride & groom?

Other Vendors

Event Planner (Company and Person)*

Event Planner Phone Number*

* If you have a wedding planner overseeing your event feel free to forward this questionnaire to them, or let us know if you prefer that we contact them directly.

Attire*

Are we providing any other services? Please explain:*

Wedding Party

Name of Bride*

Name of Groom*

Parents of Bride*

Parents of Groom*

Should anyone else in the family be or in attendance be introduced? Note that the wedding party introductions will be answered in the next section.

How would you like to be introduced?*

How would you like to be referred to informally throughout the reception?*

Are you having formal introductions of the wedding party?*

YesNo

Please list all names below (with phoenetic pronunciations) ONLY if they are being introduced at the wedding.

Please list in the order of introductions and their relationships to you.

Bridesmaids

Groomsmen

Maid/Matron of Honor

Best Man

Parents of Bride

Parents of Groom

Reception

What is your requested first dance song?*

Would you prefer the original recording or the band to perform*

BandOriginal Recording

Important: If your first dance selection is not on the Artist song list please let us know as soon as possible and within the guidelines of the Contract Addendum.

(Please contact your band leader to discuss if you have any questions.)

When would you like your first dance?*

Will any of the following be included in the first dance?

Any other details about your first dance?

Father & Bride Dance*

YesNo

Father & Bride Song

When would you like the Father & Bride Dance?

Mother & Groom Dance*

YesNo

Mother & Groom Song

When would you like the Mother & Groom Dance?

Invocation/Blessing*

YesNo

By whom?

When would you like the Invocation/Blessing?

Toasts*

YesNo

How many?

Please list the names and relationship to you both of all those who will be giving a toast:

When? Will they all be at the same time or at different times throughout the event?:

Is there a champagne toast?

YesNo

Bouquet Toss*

YesNo

When is the Bouquet Toss?

Garter Toss*

YesNo

When is the Garter Toss?

Will the garter be placed on the woman who caught the bouquet?

YesNo

Cake Cutting*

YesNo

When is the Cake Cutting?

Meal Service

Type of meal service*

Number of Courses*

Location Information

Day of Contact

Name:*

First NameLast Name

Phone:*

Email:*

example@example.com

Will the room be clear for set up at least three hours prior to the start of the reception?*

YesNo

If "No", please contact us as soon as possible so that we can determine if we may require additional fees to add additional crew.

Okay

Does your venue require vendors to load out in one hour or less at the conclusion of your event?*

YesNo

If "Yes", please contact us as soon as possible so that we can determine if we may require additional fees to add additional crew.

Okay

Cocktail Hour

Is there a cocktail hour before the Artist starts?*

YesNo

If "YES" is it in the same room as the reception?

YesNo

Who is providing music for the cocktail hour?

Ceremony Information

Is the ceremony being held at the same venue*

YesNo

Is the ceremony to be in the same room as where the Artist will set up?

YesNo

Where will the ceremony be relative to the cocktail hour and the reception?

Who is providing music for the ceremony?

Who is providing the sound system, officiant mics, etc. for the ceremony?

What time is guest arrival?*

Hour Minutes

AM/PM Option

What time is Ceremony start time?*

Hour Minutes

AM/PM Option

Is there any reason your Artist will not be able to have a full volume "sound check" one hour prior to the start time?*

YesNo

If "Yes", please explain**

Note: If the cocktail hour and/or ceremony is in the same or adjacent rooms as the entertainment, this may require an early set-up or quick turn around for which we may require additional fees to add more crew.

Other

Other Special Requests:

Timeline

Please attach an approximate timeline using the file uploader on the right. Please note for most of the scheduled events we do not need specific times. A general indication of when you would like them is fine (e.g. before dinner, after introductions, etc.)

File Upload

We request that you have your caterer provide vendor meals for the band and crew so that the dinner break is short and the music can resume as soon as possible. Please discuss with the band leader so that the correct number will be provided.

Will you be providing a vendor meal for your DJ/Band?

YesNo

Additional Instructions

The band leader will call and review the entire sequence of events with you at a mutually agreeable time once this planning document is received.

All balances must be settled before the start of your event. We request all payments be sent in at least a week ahead of your date so that the band leader can focus on your wedding and not on the need to collect a final payment. All checks are to be made payable to “Entertainment Exchange.” Let us know if you have any questions. For all email correspondence please put the date of your event and artist in the subject line.

FOR ALL OUTDOOR EVENTS

For the Artists’ safety, we must have a level, dry, performance area (preferably a stage), with proper protection from the elements. Artists can not perform in the open unless the stage is shaded and there is NO chance for rain, wind and other weather elements that may potentially cause damage to the artists’ equipment.

TENTED EVENTS

Tents should include sides and have a hard surface for set up and performance on. We must be within 50 feet of a properly grounded source of electricity most bands require 2 or 3 20 amp/120v dedicated circuits, DJ’s generally one 15 or 20 amp dedicated circuit. For safety reasons we cannot play if we are in direct contact with wet or damp ground.

For outdoor events with generator-supplied electricity we need the following:

Entertainment rated generator w/regulated output
Two (2) 20 amp circuits
Generator must be properly grounded

General staging & electrical requirements:

Electrical: two 20-amp circuits.
Staging: Preferred stage size or performance area 24 X 12.

If you have any questions please feel free to contact your agent at the Entertainment Exchange. Our general contact is: info@entertainmentexchange.com or 301-986-4640.

SELECTING MUSIC

If you intend to choose play/don’t play songs from the Artist's song list then we must receive your selections by 8 weeks prior to your event. This is particularly important for bands and ensembles. Since live music acts do not play every song on their lists at every event, they may need to dedicate rehearsal time to work up some of your selections. Also, since we can’t guarantee that they will always play every song on their lists, submitting your requests within this time frame will enable you to work with Artist to determine suitable alternatives if needed.

Please use ONLY this process in selecting songs from a band’s song list:

Check off your favorite songs in each category of the band’s song list.
Cross off a short list of songs that you absolutely don't want played. You should really dislike a song that you cross off the list. This is different from songs that are simply not among your favorites.
Leave the rest unchecked.

Most of the songs should be left unchecked in order to give your Artist the maximum flexibility to call songs that you want while avoiding songs that you do not want to hear.

Wedding Planning Form

Reception Information

Other Vendors

Wedding Party

Reception

Meal Service

Location Information

Day of Contact

Cocktail Hour

Ceremony Information

Other

Timeline

Additional Instructions

FOR ALL OUTDOOR EVENTS

TENTED EVENTS

SELECTING MUSIC