Behind the Scenes: How I Plan a Destination Wedding Weekend
When couples hire me as their destination wedding DJ, they often want to know what happens behind the scenes. How do I prepare for a multi-day wedding? When do we choose the music? How do I make sure everything is ready when the first event begins?
Here's a look at my process, from booking flights to getting behind the DJ booth.
3–4 Months Before: Booking Flights
About three to four months before the wedding, I start working with the couple to book flights. We look for a fair rate, and they're welcome to book the flights themselves or have me take care of it.
I prefer to book my own flights, but I always get their approval on the price before purchasing. The airfare is then added to their invoice.
I also make it clear from the beginning that I arrive the day before the first event. If the wedding weekend starts on Thursday, I'll fly in on Wednesday.
With airline delays and cancellations being so common, I don't want to risk arriving on the day of an event. Getting there a day early gives me a buffer and helps ensure I'm ready when the celebrations begin.
One Month Before: Music and Wedding Details
About a month before the wedding, I start gathering the information I need to make sure the weekend is fun and successful for everyone.
I ask the couple for their song selections for special moments, including Entrances, First Dances, Performances, and other important segments.
At the same time, I request detailed timelines and floor plans from the couple or their wedding planner. Once I have everything, I schedule a call with the bride and groom to go over the timeline and music together.
I also confirm hotel accommodations, airport transfers, and transportation between the hotel and any off-site venues. Having the transportation details and contact information ahead of time makes coordinating the weekend much easier.
Meeting Your Guests Before the Party
I'm happy to share airport transportation with other wedding guests. It's actually a great way to get to know everyone before the festivities begin.
I enjoy making small talk, hearing where people are from, and getting a feel for the crowd. I'm already starting to read the room before I even get to the DJ booth.
Guests often enjoy talking to their DJ, too. It's a chance to build some rapport and share the music they love.
Arrival Day: Getting to Know the Venue
Once I check into the hotel, I send a quick message to the couple or their planner to let them know I'm there.
If the wedding is taking place at the resort, I take some time to explore the property and visit each location where I'll be performing, whether it's the Sangeet, Beach Party, Baraat, Ceremony, Cocktail Hour, or Reception.
I like to get familiar with each space before the events begin. I'm also available that evening to meet with the couple, their planner, or the AV team if there are any remaining details to discuss.
Event Day: Getting Everything Ready
I typically arrive at each event about two hours early for a full sound check.
On the first day, I may arrive several hours earlier to meet the AV team and go over the little details that matter to my setup and performance, such as where I prefer my monitors and microphone stands.
After that, I return about two hours before the event, dressed and ready for a final sound check.
Once the event begins, I'm there until it wraps up. I'm focused on reading the crowd, playing the right music, and making sure the party keeps moving.
Time to DJ
After all the planning and preparation, it's time for what I do best: playing great music and rocking the party.
Whether it's a Sangeet, Baraat, Beach Party, or Reception, every event has its own personality, and I love bringing that to life through music.
A great destination wedding weekend takes more than showing up with a playlist. It takes preparation, communication, and attention to detail well before the first song plays.
If you're planning an Indian destination wedding, I'd love to hear about your celebration and talk about how I can be part of your weekend.
You can also learn more about Raj and Vik, or explore our DJ mixes to get a feel for our musical styles.