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How to Plan an Event Timeline and Set List With Your Client

For weddings, private events and corporate gigs with a run of show.

BookLive set list for a wedding ceremony timeline that loads into musicians' music-stand app
Each part of the event gets its own set list.

The short answer

Plan with your client in three steps: send a planning form with a due date to collect their timeline and song requests, build a timeline with a set list for each part of the event, and share the final version with your players along with the music. Lock it in a few weeks before the event, so everyone has time to prepare.

Then send your band everything they need. See gig details and set lists.

Start with a planning form

  • Key moments and times: ceremony, entrances, first dance, toasts.
  • Must-play and do-not-play songs.
  • Special requests that need learning, with a deadline.
  • On-site contact and any venue rules.

Build the timeline

Break the event into parts, like prelude, processional, ceremony, cocktail hour, dinner and dancing. Give each a start time, a length and its songs. For late-night or overnight events, note which parts fall after midnight.

Handle song requests

Let clients pick from your repertoire first, then take special requests with enough lead time to learn them. Many acts charge for songs that need a new arrangement.

Share it with clients and players

Clients should be able to see the plan, and every player needs the same, current set list and parts. Freeze changes a week or two out unless something is truly urgent.

How BookLive helps

  • Smart Forms. Multi-page planning forms attached to the gig, with due dates.
  • Timelines. Build each part of the event with its own songs, including events that run past midnight.
  • Song library. Organize your repertoire in collections and tags, and build set lists from it.
  • Client portal. Clients see the plan and can add timeline events if you allow it.
  • Upbeat. When a player is staffed, the gig's sheet music and backing tracks load into the Upbeat music-stand app. See wedding band scheduling.
BookLive client portal showing the payments tab a client sees for their event
Clients follow the plan and their payments in their own portal.

Your musicians use BookLive for free. Only the bandleader pays.

Frequently asked questions

When should a wedding couple finalize their music?

Most acts lock the timeline and set list a few weeks before the wedding, after the couple's final day-of schedule is set.

How should musicians handle song requests?

Offer your repertoire first, take special requests with a learning deadline, and price new arrangements separately.

Plan your next event in BookLive

Forms, timelines, set lists and music for every player, all on the gig.

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