Entertainment Planning Sample Timeline

Milena Kukurekovic

Entertainment Timeline

When booking entertainment, be sure to write in a timeline into the contract, in addition to the date/time, location, any agreed to items and price. Don’t forget to include the setup time. You’ll need to check with the venue to see when the space is available for setup, and then give your entertainers a window for the setup (earliest to latest - well before the guests are to arrive). Most entertainers need a break every hour, due to state laws or union agreements, so be sure to account for that time too (usually 10-15 minutes per hour). Also be sure to include any announcements for activities that will be going on during a certain time slot. Ask your entertainers to bring along CDs to play during their breaks, and request the type of music or songs that you would like that to include. Below is a timeline example for a wedding, but it can be customized to your type of party and the time of day in which it takes place:

Entertainment Sample Timeline

Location:_______ (Give venue name and room name. If outdoors, include a backup space name as well.)
Move-in can start at 2:30 PM
Setup and sound check: 3:00-6:00 PM (All equipment must be in the room and set up no later than 6:00 PMm)
First set: 7:00-7:45pm; jazz songs
  • Welcome the bride and groom at 7:10 PM
  • Announce dinner at 7:30 PM
  • Break: 7:45-8:00 PM
  • Play easy-listening jazz music during dinner
Second set: 8:00-8:45pm; lively pop songs/R&B
  • Bridal party to take the first dance at 8:15 PM
  • Break: 8:45-9:00 PM
  • Play lively pop-dance songs to get the crowd dancing
Third set: 9:00-9:45pm; lively pop songs/R&B
  • Cut the cake 9:45 PM
  • Break: 9:45-10:00 PM
  • Play lively pop dance songs
Fourth set: 10:00-10:45pm; romantic love songs mixed in with some lively pop songs
  • Bouquet toss at 10:45pm
  • Break: 10:45-11:00pm
  • Play departing music
  • Guests depart by 11:00pm
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