🎵 7 Wedding Song Tips Every Wedding Planner Needs To Know

Avoid common music mistakes, impress your clients, and streamline your planning process with these proven tips.

Dec 04, 2024

∙ Paid

Planning wedding music can feel overwhelming, but with a little help, it’s a game changer for creating unforgettable moments. Whether it’s a romantic and personal first dance or a packed dance floor, the right songs make all the difference.

In this week’s Wedding MusicLetter, I’m sharing 7 wedding song hacks to save you time, reduce stress, and delight your couples.

Even though this article targets wedding planners/coordinators, the strategies provided could be incorporated by any wedding pro asked about wedding songs such as a DJ, officiant, venue manager, etc.

#1 Start with the Couple’s Story

Every wedding is unique, and the best playlists reflect the couple’s journey together.

Why it matters: Music tied to personal memories adds emotional depth. Imagine a father-daughter dance to the song he played during bedtime stories - cue the tears.

How to do it:

Ask couples for 2-3 songs that mean the most to them.
Use these tracks as a foundation for their playlists.
Also, ask for songs that mean something between the couple, family members, and friends. This could be a college fight song, musical sing-along, etc.

Pro tip: Include a short anecdote about the song in the program or as a special announcement by the band/DJ - it’s a crowd-pleaser.

#2 Categorize Songs by Wedding Moments

Trying to pick “general” wedding songs is a trap. Categorization simplifies planning.

Why it works: Assigning songs to specific moments (eg. ceremony, cocktails, dinner, dancing) ensures you cover every part of the day.

How to do it:

Break the day into segments: pre-ceremony, processional, recessional, etc.
Use 3-5 song options per moment to allow for flexibility.

What to avoid: Don’t offer too many song suggestions so that you create decision paralysis. Allow for customizations too.

#3 Master the Dance Floor Flow

A packed dance floor is all about energy transitions. When hiring DJ and band entertainment, consider the following.

What many get wrong: Starting too slow or ignoring song transitions.

The Fix:

Don’t have two hours of monotonous music during cocktails and dinner so that guests lose their energy.
Open the dance floor with a high-energy favorite.
Alternate tempos every 3-5 songs.
Include 1-2 singalong classics - guests love them!

Example: Follow a fast hit like “Just Dance” with a mid-tempo crowd-pleaser like “Unwritten”.

#4 Have a “Do Not Play” List

Yes, every couple needs this.

Why it matters: The wrong song can ruin the vibe (think ex-lover’s serenade).

How to get it right:

Ask couples to list 5 songs/artists to avoid.
Share this with the music entertainment 2 weeks before to prevent surprises.

Pro tip: Offer alternative songs to avoid awkward gaps.

#5 Use Tech to Save Time

Technology is your secret weapon for music planning.

What to try:

Create collaborative Spotify playlists for couples to save their recommendations.
Use an app like Vibo to organize requests.
Use an app to take song requests during an event such as RequestNow and NoSongRequests.

Why it works: Saves time, ensures accuracy, and involves the couple.

#6 Plan for Audio Emergencies

Murphy’s Law applies to weddings too - what can go wrong, might.

How to prepare:

Always have a backup playlist on a phone or tablet.
Confirm power sources and sound systems during the walkthrough.
Verify there is a power backup in the case of a power outage.

Pro tip: If the couple disregards planning their wedding day music, your playlist saves the day.

#7 Keep the Last Dance Special

The final song leaves a lasting impression.

What to do:

Suggest a personal favorite (like a first dance song #2) or a crowd singalong (think “Bohemian Rhapsody”)
Coordinate with the couple to exit on a high note.

Pro tip: Include a private last dance for the couple - it’s trending and adds an intimate touch.

Bring it All Together

By using these hacks, you’ll go from overwhelmed to organized, leaving your clients raving about your services. Start by implementing just one tip, like categorizing songs, and building from there.

What’s one hack you’ll try first or left off the list? Hit reply and let me know.

Worth Noting:

I’ve created a wedding ceremony and reception songs resource to help couples get started in their music planning.

“The Wedding Music Planner” - Get it here.

Thanks for reading!

Matthew Campbell

Wedding MusicLetter