At DJ Keelez & Associates, we’ve DJed over 1,000 weddings across Los Angeles, Orange County, Palm Springs, San Diego, and beyond. While we’re best known for bringing high-energy vibes and unforgettable dance floors, we’re also the vendor who’s quietly there from start to finish, keeping a close eye on everything behind the scenes.
Planning a wedding involves countless decisions, from your dress to your dessert. But one thing many couples don’t realize is that your DJ is one of the few vendors who sees the entire event unfold in real time. That means we notice what works, what causes delays, and what can subtly disrupt the energy of the day.
Here are seven wedding planning mistakes couples rarely anticipate, along with expert solutions to help keep your celebration running smoothly from the first song to the final send-off!
1. Vendor Arrival Times Are Not All the Same
Your timeline might say “vendors arrive at 3 PM,” but that doesn’t mean everyone shows up at the same time or should. Photographers may arrive hours before the ceremony to capture details. DJs might need two hours to load in and test sound. Florists may need early access depending on the size of their install.
What to do:
On your final timeline, list each vendor by name along with their individual arrival and setup times. Include who they should check in with on-site.
Example:
• DJ Keelez arrives at 3:00 PM
• Setup from 3:00 to 5:00 PM
• Sound check complete by 5:15 PM
• Venue contact: Sam – (323) 555-1212
2. Your Contracts Might Not Cover What You Think
Most couples assume their contracts are comprehensive, but many leave out key details such as power access, whether a vendor needs shade or cover, how meals are handled, and what happens if the timeline runs late.
What to do:
Ask each vendor exactly what they need to do their job properly. Confirm those details in writing and communicate them clearly to your planner and venue coordinator.
3. Your Dance Floor Is in the Wrong Spot
We’ve seen dance floors placed in corners, split between rooms, or squeezed into spaces where no one wants to dance. When the dance floor is out of sight or inconveniently placed, guests are far less likely to participate.
What to do:
Keep the dance floor centrally located. Make sure it is close to the bar and visible from most tables. Place the head or sweetheart table so you can see the dance floor and be seen during major moments like your first dance.
4. The DJ or MC Can’t See or Hear the Main Event
This happens more often than you’d think. DJs are sometimes placed in side rooms, blocked by floral walls, or stuck behind tall installations. If we can’t see or hear you, we can’t cue your entrance, time your toasts, or adjust energy levels based on the room.
What to do:
Ensure your DJ booth is in the same room as the dance floor and dinner. The DJ should have a clear line of sight to the couple and the planner. This allows for seamless coordination of all major moments.
5. You Scheduled Toasts During Dinner (and No One Heard Them)
It may seem efficient to do toasts during dinner, but guests are often distracted. Servers are moving around, and silverware clinking makes it difficult to hear what’s being said.
What to do:
Schedule toasts after dinner but before dancing. This gives the speakers your guests’ full attention, ensures great video and photo opportunities, and creates a natural build-up to the dance floor opening.
6. You Didn’t Pad the Timeline
Hair and makeup ran late. The shuttle was delayed. The photographer needed more time. These things are common, but without buffer time built into the schedule, everything else gets pushed back.
What to do:
Add a 10 to 15 minute buffer between each major part of your day. This includes the transition from getting ready to photos, from the ceremony to cocktail hour, and from dinner to dancing. A small cushion like this makes a big difference.
7. You Didn’t Plan for Vendor Meals or Breaks
Vendors are often on-site for 8 to 12 hours with no built-in breaks. Many weddings forget to arrange meals, or the food arrives cold and late, or there’s nowhere for vendors to sit and recharge.
What to do:
If your vendors are working through meal times, make sure they’re fed. Most contracts include a vendor meal clause. Confirm the meal count with your caterer and designate a private, out-of-the-way area where vendors can take a short break.
Final Thought
DJs are on-site from setup to the final song, which means we’re often the first to notice problems and the last to leave. The best wedding days flow smoothly not just because of a well-crafted timeline, but because experienced professionals know how to adapt in real time.
At DJ Keelez & Associates, we go far beyond music. We help shape the experience from beginning to end so you can relax and enjoy every moment of your celebration.
Planning a wedding in Los Angeles, Palm Springs, or anywhere in Southern California?
Contact us here or learn more about our Signature Wedding Experience to get started.
