Helpful Info

We won’t miss a beat

You’ve signed your contract, paid your retainer fee (a non-refundable booking fee), and locked in an awesome DJ company for your event. Now what? From here, we’ll keep things simple and stress-free. Over the months leading up to your big day, you’ll get a few reminder emails from us with everything you need to stay on track, from accessing your planning tools to scheduling your consultation to making your final payment. You’ll always know what’s coming next.

» At Booking

After you decide to move forward, you’ll receive a booking email that includes a PDF copy of your contract and three important links:

  1. A link to e-sign your contract
  2. A link to submit your retainer fee through our payment portal
  3. A link to access your client portal

Once your contract and retainer fee are in, your date is officially reserved! Inside your client portal, you’ll find everything you need to plan your event, including our Event Planner (for timeline and logistics) and Music Planner (for dance-floor requests). You can even import playlists directly from Spotify, categorize songs as “Must Play” or “Play if Possible,” and create your own “Do Not Play” list.

Shortly after booking, you’ll be introduced to your assigned DJ, the person who’ll review your planners, hold your consultation, and be by your side through the entire process.

» 3 Months Out

By this point, you’ve already created your client portal login and are familiar with the Event Planner and Music Planner tools. Around three months before your event, you’ll get a reminder to start filling in details like ceremony timing, key songs, and special announcements. The earlier you start, the smoother everything feels later on.

If you have any questions for your DJ or want feedback on music ideas, don’t hesitate to reach out; they’re happy to help guide you and make sure everything lines up with your vision.

» 2 Months Out

You’ll get a reminder email from us to check in on your planning progress. If you haven’t already, this is a great time to complete your Event Planner, especially the sections for ceremony music, wedding-party names, and key reception details.

You can also continue refining your Music Planner, updating Spotify imports, and adding new song ideas as they come up.

» 1 Month Out / Final Consultation

About one month before your event, your DJ will reach out to schedule your final consultation, an in-depth review of your celebration from start to finish.

Before this meeting, make sure your Event Planner and Music Planner are both up to date. The more complete your planners are, the more productive the consultation will be. Your DJ will walk through every key moment of your day, confirm name pronunciations, review timing and transitions, and lock in the plan for your dance floor, from must-plays and genres to the kind of energy you want all night long.

As you finalize your layout, remember that dance-floor placement makes a huge difference. We’ll share setup preferences with your planner to ensure the best flow and energy for your guests.

» 1 Week Out

You’ll receive an automated reminder that your remaining balance is due one week before your event. Around this time, your DJ will also review your official timeline, typically provided by your planner, to cross-reference details and make sure everyone is on the same page. This final review helps confirm that all timing, cues, and transitions are dialed in for a smooth celebration.

» Day of Event

We typically arrive at least two hours before the contracted start time, and in many cases, we’ll set up earlier in the day and return for the event. Whenever possible, we like to position our setup close to a power outlet and directly behind the dance floor.

A layout with the dance floor in front of the DJ (and not dinner tables) creates the best energy and connection and allows us to keep the volume balanced. When tables sit between the DJ and the dance floor, we have to turn the speakers up to reach dancers, which can make those guests’ experience less comfortable.

And one last tip: try to avoid seating anyone directly in front of our speakers. (They’ll be happier that way, trust us.)

You’ve signed the contract, paid the retainer fee and now have an awesome DJ company for your event. Now what? In the months leading up to your event, we’ll send you reminder emails guiding your next steps.

Here’s a quick preview:

» 3 MONTHS OUT

You’ll receive an email directing you to our online Tools page, where you can fill out our planner, make music requests and make payments toward your event fee.

» 2 MONTHS OUT

Same as above.

» 1 MONTH OUT

You’ll receive an email inviting you to set up an initial consultation with your DJ to go over the details of your event.

» FINAL CONSULTATION

We prefer to do our final consultations in the month before your event, so that information is fresh on our minds. Before the final meeting with your DJ, it’s important that you have filled out our planning form and have submitted any song suggestions. During this meeting, we’ll go over the flow of your event, how to pronounce names for announcements, and songs you definitely do and don’t want to hear at your event.

» 1 WEEK OUT

You’ll receive an email reminder that your balance is due the week before your event.

» DAY OF EVENT

We typically set up our equipment two hours before the start of the contracted time. We prefer to be close to a designated power outlet and close to the dance floor. We also ask that your guests are not seated in front of our speakers. (They’ll be happier that way, trust us.)

FREQUENTLY ASKED QUESTIONS

Below are the questions we hear the most. If yours isn’t here, please don’t hesitate to call or email us.

What You Can Expect From Your DJ

Why hire a DJ instead of a band?

Live bands can be fun, but they come with limitations and logistics. Song selection is restricted to what the musicians can play well, and even then, you’re trusting them to reproduce a version of the song you love. With a DJ, you get the exact track, the same voice, energy, and emotion that made you fall in love with it in the first place (remixes excluded).

Bands also take breaks, need larger stages, and often require extra accommodations like green rooms, water, and even parking for a tour bus. A DJ, on the other hand, offers a seamless flow of music from start to finish, with a smaller footprint and simpler setup.

And if you still love the live element, we offer the best of both worlds, DJs who can perform alongside live musicians such as saxophonists, percussionists, and more. It’s the perfect mix of live energy and nonstop music.

What makes your DJs different than others?

Every DJ on our team goes through a proven, hands-on development process before ever performing a wedding on their own. Each one begins with The Waveform Agency, where they gain experience performing in bars and nightclubs. That’s where we get to know them personally, making sure they’re professional, reliable, and genuinely great DJs. (And truthfully, a lot of DJs don’t make it past that first step.)

From there, they move into private events, where they learn how to adapt their skills to a wide range of audiences and settings. Before leading a wedding, each DJ shadows our experienced wedding professionals, practices scripting and announcements, and fine-tunes every detail of their setup and performance.

By the time they’re handling weddings independently, they’ve already earned our full confidence, and yours.

Will the DJ play requests?

That’s entirely up to you. In your Event Planner, there’s a section where you can let us know whether you’d like your DJ to take song requests from guests.

If you’re comfortable with it, our DJs are great at reading the room and filtering guest requests through your vision, balancing what the crowd wants with what you’ve told us you do (and don’t) want to hear. Client requests always come first, and your DJ will use their expertise to decide which guest suggestions enhance the vibe and which to politely skip.

Will the DJ play music I provide?

Absolutely. We love it when couples share the music that’s special to them — it helps us create a soundtrack that feels true to your style.

Your Music Planner is designed specifically for your dance floor, where you can list must-plays, “play if possible” songs, and a do-not-play list. Music for other parts of your day — such as pre-ceremony, cocktail hour, or dinner — can be shared in whatever format is easiest, like a Spotify link or written list.

As you plan, keep your guests in mind. The best dance floors are built around familiar, high-energy songs that connect with your crowd. It’s totally fine to include a few personal favorites, but it’s worth deciding whether it’s more important to hear that song or to keep everyone dancing. Guests tend to lose momentum when they don’t recognize what’s playing — and we want your dance floor to stay full all night long.

What type of equipment do you use?

We use only professional-grade, industry-standard gear to ensure great sound and a clean, polished look at every event. Our DJs perform on Pioneer and Rane mixers and controllers, using Apple computers with Serato DJ or Rekordbox software for maximum reliability.

For sound, our setups include high-end LD Systems, Electro-Voice (EV), and RCF column array speakers — all known for their clarity, balanced tone, and sleek design. Microphones are professional Sennheiser wireless systems, and our lighting setups feature trusted brands like Ape Labs, Chauvet, and ADJ.

Every setup is designed to sound amazing, look great, and integrate seamlessly into your event space.

What music medium do you use?

Our DJs use industry-standard professional software — primarily Serato DJ and Rekordbox — to ensure the best possible sound quality and reliability. All music is played from high-quality digital files through professional-grade hardware, guaranteeing consistent, crystal-clear audio from the first song to the last.

Booking + Scheduling

When should we book our DJ?

For weddings, we recommend booking about 12 months in advance to secure your date — and up to 18 months ahead if you’re planning for a popular month or weekend. That said, if your wedding is coming up soon, don’t worry — we regularly accommodate short-notice bookings.

Our team handles hundreds of events each year, and our system is designed to make the planning process smooth no matter your timeline. The sooner you book, the more time you’ll have to collaborate with your DJ and fine-tune your music vision — but even if you’re just a few months out, we’ll make it happen.

How long has Active Entertainment been in business?

Active Entertainment was founded in 2000, and for more than two decades, we’ve been one of the most trusted and experienced DJ companies in the region. What started as a small local team has grown into a full-scale operation providing entertainment for hundreds of weddings and private events each year — all with the same personal touch and professionalism that built our reputation from day one.

How many weddings does your team DJ each year?

Our team provides DJ services for hundreds of events each year, from weddings and private parties to corporate celebrations and community events. Even with that level of experience, every couple and event gets our full attention. We take pride in giving each celebration the same care and focus it deserves — no matter how many are on the calendar.

Will the DJ we meet prior to getting married be the DJ at our wedding?

All pre-booking communication is handled through our main office, so you won’t meet your DJ until after your booking is confirmed. Our team knows each of our DJs personally and understands their individual strengths, styles, and specialties. That means we can match you with the DJ who best fits your music vision and overall vibe.

Once your booking is confirmed, your DJ’s contact information will be shared with you, and both your DJ and our office team will be available throughout the planning process. Your DJ will stay with you from that point forward, reviewing your planners, holding your final consultation, and, of course, performing on your big day.

Event Timing + Logistics

Will the DJ work overtime?

In most cases, yes, if the party’s still going strong, your DJ can usually stay later. Overtime is billed at $225 per hour, and your DJ will always check with you before extending beyond your contracted time.

While we can’t guarantee availability without prior notice, we do our best not to schedule events too close together so that extra time is possible when the night calls for it. If overtime is added the night of your event, it’s billed separately after the event date.

What backup plan is in place should something go wrong?

In over 20 years of business, we’ve never once had to cancel an event. We intentionally never book our entire roster on any given date, which gives us built-in flexibility if something unexpected ever comes up.

On top of that, we maintain strong relationships with a network of trusted local DJs and equipment providers, so even in a true emergency, we’re fully prepared to keep your event running smoothly and on schedule.

What will the DJ wear?

For weddings and formal events, our DJs wear suits. It’s our standard for maintaining a clean, professional appearance that fits the tone of the day. For other types of events, attire can be adjusted based on the setting or client preference.

And for themed events, we can even dress in costume when it fits the occasion! In those cases, we’ll discuss your vision in advance and confirm an approved budget for attire.

Payment + Contract Policies

What are the terms for payment?

We try to keep payments easy and flexible. Your retainer fee is due at booking, and your remaining balance is due one week before your event.

You can pay by credit or debit card (Visa, Mastercard, Discover, or AMEX), check, or cash, whichever is most convenient for you. There are no additional fees for paying with a card, and all online payments can be made securely through our client portal here.

If you prefer to pay by check, please make it payable to Active Entertainment and mail it to:
P.O. Box 11, Wilmington, NC 28402

If your plans change, reach out — we’ll walk you through your options and do our best to help.

What happens if I need to cancel?

We completely understand that unexpected circumstances can arise. Your retainer fee is non-refundable, as it secures your date and takes it off the market for other couples.

If a cancellation happens within 60 days of your event, the remaining balance is still due. By that point, your DJ has reserved the date, turned down other opportunities, and begun preparing for your celebration.

We always do our best to work with you in these situations, and if there’s any way to apply a portion of your payment toward a future event or date, we’ll explore those options with you.

Add-ons

Why add a live musician to my wedding?

A live musician brings an incredible burst of energy to the dance floor. Picture your favorite songs, exactly as you know them — but with a saxophone solo soaring over the drop, or live percussion driving the beat while your guests go wild. It’s the perfect balance of polished sound and live performance energy.

Adding a musician doesn’t change your music selection or flow — it enhances it. Our DJs and musicians perform together in perfect sync, so you get the full impact of the songs you love, with the excitement and spontaneity of a live show. We handle all the coordination and sound integration so it feels seamless.

Have another question?

If your question isn’t covered here, feel free to reach out — we’re happy to help and always just an email away.

CONTACT US