What to consider when booking a DJ

Booking a DJ looks simple: find someone who sounds good and agree on a date. But most things that go wrong at a party can be traced back to something that was never said, like the venue having no sound, dinner running late or the DJ not knowing who the crowd was. This guide follows the booking in the order it happens, so you know what to decide and what to ask at each step.

Before you send a request

The more you know when you get in touch, the better the suggestions you'll get. Three things should be settled before you contact a DJ.

Date, time and playing time

Don't just say when the party starts; say when the music should start and finish. A dinner with speeches can take three hours before the dancing gets going, and that affects both how long the DJ needs to be there and the price. Also allow time for loading in and setting up, often an hour before the first song.

The venue and the sound

Find out whether the venue has its own sound system, how big the room is and when the DJ can get in. Restaurants and hotels often have sound the DJ can plug into, while a hired party venue rarely does. Also ask about any noise restrictions, such as a decibel limit or a time when the music has to be turned down.

Budget

A professional DJ usually costs SEK 6,000–15,000 per night. Decide what you want to spend before you compare, and bear in mind that sound, lighting and travel are sometimes included and sometimes not. In our guide How much does a DJ cost?, we go through what affects the price.

Choosing your DJ

The best DJ for a wedding isn't always the best for a club night. So look at where the DJ has actually played, not just how many followers they have. Listen to a mix or a clip from a similar event, and read reviews from others who have booked them. A DJ with experience of your type of event knows how to read the room, when to lift the tempo and how to handle speeches and other parts of the programme. You can listen to mixes and compare profiles right away, for example among DJs in Stockholm.

Describe the crowd as concretely as you can: the age range, how many usually dance and what music always works with your group. Mention a few songs that should be played and a few that definitely shouldn't. That says more than a genre.

What the agreement should cover

A clear agreement protects both you and the DJ. It doesn't need to be long, but it should cover the following.

• Date, address, arrival time and exact playing times.
• Price, what's included and what costs extra, such as sound, lighting and a microphone.
• What happens if the night runs late, and the overtime rate.
• How and when payment is made.
• What happens if either of you has to cancel.

When you book through Jocky, the agreement is created in the platform and invoicing is handled there, so everything is in one place.

The week before the event

Check in with the DJ a few days before. Send a schedule for the evening with times for the drinks reception, dinner, speeches and dancing, plus the name of a contact person who will be on site. If you have a special song, such as a first dance or an entrance song, the DJ should have it in good time. Also confirm parking, the route for carrying in equipment and where the DJ booth will go.

On the night

Choose one person the DJ can turn to, so you don't have to answer questions in the middle of the party. Let the DJ run the dance floor. An experienced DJ can see what's working and adapts to the crowd, and things rarely improve when guests take over the music from a phone. Requests are fine, but let them go through the DJ.

Common mistakes to avoid

The most common mistake is booking too late, especially for summer Saturdays and the Christmas party season in December. The second most common is forgetting the sound, so the DJ turns up without speakers at a venue that has none. Other classic mistakes are a set that's too short, a quote that doesn't say what's included and nobody on site knowing what was agreed. All of it can be avoided with a clear request and a written agreement.

Ready? Book a DJ on Jocky. Planning a wedding? We also have a guide to your wedding music.

Frequently asked questions about booking a DJ

How far in advance should you book a DJ?

Book as soon as the date and venue are confirmed. For weddings, summer Saturdays and the Christmas party season in December, several months ahead is wise, because many DJs are already booked up. For an ordinary party or a night at a bar, a few weeks is usually enough.

What should you include in a request to a DJ?

Include the date, the address, when the music should start and finish, roughly how many guests are coming and what kind of event it is. Describe the crowd and the music, ideally with a few songs that should and shouldn't be played. Also say whether the venue has its own sound, so the DJ knows what to bring.

Do you need an agreement with a DJ?

Yes, a written agreement is strongly recommended, even for a small party. It should state times, price, what's included, what overtime costs and what happens if the event is cancelled. When you book through Jocky, the agreement is created in the platform.

What happens if the DJ falls ill?

The agreement should say what happens if the DJ can't make it. Many DJs have a network of colleagues and can arrange a replacement with a similar style. Ask about it before you book, so you know where you stand if it happens.

Can guests request songs?

Yes, most DJs are happy to take requests, as long as they go through the DJ. Let them know in advance if there are songs or genres that shouldn't be played, so the DJ can politely turn down requests that don't suit the night.