The wedding entertainment starter

Entertainment is the one wedding trade where the client has strong opinions about the content and the venue has strong opinions about the equipment. The couple cares about the first dance and the songs they never want to hear; the venue cares about power, load-in, insurance, and a curfew with a fine attached. This starter handles both.

Who it is for

Wedding DJs, bands and musicians, emcees, and AV or lighting teams.

The workflow it installs

Eight phases:

New inquiry → Quote sent → Booked → Venue check → Music & running order → Ready to play → Event day → Wrapped up

Venue check is a phase because the answers are not the couple's to give. Its checklist confirms the load-in window and access, the power supply and socket locations, any sound limiter or decibel cap, and the curfew and its overrun fee — directly with the venue.

Music & running order carries a twenty-one day aging target and asks you to confirm the key songs, the do-not-play list, and the pronunciation of every name you will announce.

Fields installed: contracted playing hours, act format, whether insurance has reached the venue, the sound limiter setting, the curfew, the agreed overtime rate, the load-in and sound-check window, and the power and playing space.

What it asks your clients

Three forms:

• Booking inquiry — a public form asking the date, venue, guest count, a multi-select of what needs covering, music start and curfew times, whether there is a sound limiter, and what they want the room to feel like at eleven o'clock.
• Music and announcements — processional and recessional, first dance with the exact version, first-dance notes, parent dances, cake cutting, last song; then must-play, play-if-it-fits, and a required do-not-play list; a guest-request policy; background music; and the announcements section covering entrance order, names written phonetically, speech order, tone, and surprises.
• Venue technical check — the questions you need answered by the venue, with a venue contact so you can ask them yourself instead of relaying through the couple.

The do-not-play list is required rather than optional, because it is more useful than the must-play list and the agreement commits you to honouring it against guest requests.

The agreement it installs

An entertainment performance agreement covering performance hours, sets and breaks for a live act, overtime billed by the increment and payable within seven days, and the venue's curfew and sound limiter — including that a limiter cutting the power is not a refundable failure.

It also covers access and set-up, a safe covered playing area with adequate independent power, equipment and backup gear with liability limited to a pro-rata refund of lost performance time, public liability insurance and electrical certification you supply on request, music content and who decides pacing, venue music licences, safety and conduct, and substitution if a named performer cannot attend.

The agreement says plainly that it is a starting point and not legal advice. Music licensing and public liability rules vary by jurisdiction — have qualified counsel adapt it.

The reminders it drafts

Five recipes, installed as drafts:

• A new inquiry notifies you and creates a same-day availability task.
• A signed agreement moves the booking to Booked, creates a task to send your insurance and equipment certificates to the venue, and asks the couple for the venue contact.
• Eight weeks out, the music and announcements form goes out and the booking moves to Music & running order.
• Three weeks out, a task to run the technical check with the venue.
• A week out, a confirmation email to the couple, a move to Ready to play, and a kit-and-backup task.

Date-relative recipes read the project's Event date field. The inquiry form's event date question sets it automatically as soon as a lead comes in, so these are ready out of the box. A project started another way still needs the date set on the record by hand.

What it does not do

• It does not store or play audio. Song lists are questionnaire answers; keep your library wherever it lives today.
• It does not track your insurance renewal. The field records whether the certificate reached a particular venue for a particular booking, not when your policy expires.
• It does not price anything. The service page ships example options. Replace the numbers.

Make it yours

Everything installed is a normal editable record owned by your workspace. Rename the phases, rewrite the music form, change the agreement, and edit any automation before you activate it. Reset restores untouched defaults; Uninstall removes only untouched, unused ones.