Dancing the night away surrounded by the people you love the most is one of the best parts of your wedding day. Whether you plan on having a DJ, live music, or plan on plugging your phone into a speaker, having music flood your venue sets the mood before and after your ceremony. While it can be really exciting planning the fun parts of your reception, it can also add those extra technical details you can’t overlook.

Music and Entertainment Vendor Management: Technical Requirements and Setup

At the Garden Room, we want to make sure that planning your music and entertainment for your celebration isn’t stressful, but exciting and enjoyable. Here are a few ways that can help minimize the stressful details and technical aspects that people tend to overlook while managing their wedding day music and entertainment:

Why Music & Entertainment Vendor Management Matters

However you choose to entertain your guests and bring music into your space isn’t just a show up, plug it, and go aspect to your day. There are technical requirements that require seamless coordination between your music vendors and your venue.

Making sure there is proper planning and coordination is key when making sure everything is set up properly to party hard all night long. Having a designated person, whether it be a family member or your planner, manage the small details to make sure everything is working properly, and the entertainment team has everything they need for their equipment, will let you focus on enjoying your day and take extra stress off you.

1. Clear Communication & Timeline

In order to have good communication, have a main point of contact for all entertainment logistics. This can look like:

Creating a shared timeline with your vendors so they can coordinate with each other.
Having a spreadsheet of every vendor with their contact information and special details you will need.
Doing a walkthrough of the venue together to plan according to their needs - power outlets, space, lighting, etc.

2. Technical Requirements & Setup Checklist

While you are in charge of planning and getting your vendors together, you might not know where to begin or what to ask. Here are a few places to start:

Insurance & Certification

Make sure they provide proof of insurance. Check what your venue requires for coverage and find a vendor who can agree to their needs.
Proof of electrical equipment being safe through certification may be needed for bands or DJs.

Power, Space & Load-in

If you have a band or DJ, make sure there is enough space for them to have enough room for their set-up. When touring venues, mentally map out a space for them to use.
They will need sufficient power access. Make sure there are plenty of outlets near the space you plan on housing your entertainment. Having a generator will help offload energy at the venue if there are enough pieces of equipment being used.
Mapping out a load-in path for them is crucial. Find the easiest path for them that is easily out of the way of everything else being set up.

Equipment & Back-up Plans

Ask for a list of equipment from your vendor. This will help you better with a set-up timeline and make sure all of their equipment returns to them. It’s a type of insurance policy for your vendors.
Make sure there is a backup plan, just in case.

3. Venue-Specific Considerations

Every venue is different with what they require from your vendors and what they allow and don’t allow in their space. Make sure to check with your venue to see what they need as far as timeline, set-up, tear down, and any other venue-specific details you might not know. Make sure to submit all the information - vendor name, head of contact, set-up details, event timeline, and all certifications the venue will need.

4. Best Practices

To add that extra special touch, here are a few extra things to make your entertainment go to another level:

Feed your vendor and their team. Allocate breaks for them and always ask if they need anything. This will go such a long way and give an extra touch of intentionality with them.
Give them some wiggle room for unexpected delays.
Check in 24-48 hours in advance to do final confirmations.
Have a designated point of contact on your wedding day who will make sure your vendor is taken care of so you don’t have to. You have more important things to focus on.

Having the right entertainment is crucial to your big day. It can make or break your party. Creating fun memories with your loved ones by dancing together and having special songs dedicated to the people you love or that hold special memories will add an extra touch of magic to your celebration.

It’s your vendor’s job to make that happen, and it's our job, at the Garden Room, to see it through to give you the wedding day of your dreams with your perfect playlist. Contact us today to schedule a tour and to figure out how to make your entertainment ideas come to life.

The Garden Room

Discover Omaha’s most stylish hidden gem, where vintage charm meets modern design. With a bright, greenery-filled entrance, a dramatic speakeasy lounge, and 220 seated or 350 cocktail-style capacity, The Garden Room offers a one-of-a-kind backdrop for weddings, receptions, corporate events, and social celebrations. Every corner is designed to spark conversation and capture unforgettable memories.

Located in Downtown Omaha | Versatile Wedding & Event Space | Intimate & Stylish Atmosphere

Contact us today to book a tour or learn more about hosting your event at The Garden Room.