What are you using for a timeline (weddings)

rickryan.com

DJ Extraordinaire
Dec 9, 2009
11,970
54
Hendersonville, TN
www.RickRyan.com
For several years, I've used a custom web app, which I wrote, to capture timeline info. It generally has worked pretty well, except in cases where the bride wanted something non-standard. This week, I'm switching over to Google Docs and am liking it so far. Used it to create the timeline for my Friday event (phone consult) and then created another for a June bride. I thought about changing over to one of the paid services but, besides me being cheap, we also need the ability to share misc docs, photography shot lists, etc. I think it makes more sense to make a folder on Google for each event, copy in the standard templates, then share. One thing that I really like is that google tracks all revisions, so there's an exceptional paper trail. What do you guys use?
 

steve149

Veni, Vidi, Lusi
Staff member
Sep 26, 2011
33,150
Prospect, CT
To Rick's question .. I don't do weddings, but have done timelines in Excel before, so a Google spreadsheet or form that can be shared seems like a good idea.

Plus if you forget the actual doc, you can easily get it in the cloud. Dropbox might be another way, as I used that and Box to communicate with customers in the past.
 
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rhythmgj

DJ Extraordinaire (Hey, Everybody's Doing It!)
Nov 10, 2013
1,439
Buffalo, NY
Sooooo, it looks like you genuflect in front of some type of altar, then you wave an incantation of some kind, mix some herbs and take them to men in small tents, do something really odd with livestock, mess with a clay urn while sitting on an x-shaped stool, then pour water out of a bowl... Is that it?

What an odd wedding time-line.

GJ
 

steve149

Veni, Vidi, Lusi
Staff member
Sep 26, 2011
33,150
Prospect, CT
Sooooo, it looks like you genuflect in front of some type of altar, then you wave an incantation of some kind, mix some herbs and take them to men in small tents, do something really odd with livestock, mess with a clay urn while sitting on an x-shaped stool, then pour water out of a bowl... Is that it?
Yea, I'm a Catholic .. :)
 
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djtaso

DJ Extraordinaire
Apr 4, 2017
4,485
32
NJ
www.djtaso.com
I type out my documents in word as every wedding I do is so different with lots of notes. I then email the client a copy of the timeline without my notes to confirm with the venue. I print a copy for myself, have a copy up on my screen of my backup laptop, and then send a copy to the cloud to view on my iPad and iPhone. I suppose I could do things on google docs but there’s virtually no difference.
 

Albatross

DJ Extraordinaire
Sep 7, 2016
3,813
I use Google Docs, but basically do the same thing as Taso. It gives me access to the document virtually - and also I can invite the client to participate if they'd like.
 
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DJ Bobcat

DJ Extraordinerror
Nov 8, 2014
11,096
Oklahoma City
I type out my documents in word as every wedding I do is so different with lots of notes. I then email the client a copy of the timeline without my notes to confirm with the venue. I print a copy for myself, have a copy up on my screen of my backup laptop, and then send a copy to the cloud to view on my iPad and iPhone. I suppose I could do things on google docs but there’s virtually no difference.
^^^^ Not as old school as @steve149, but still a little old school.

Similarly, I use an Excel spreadsheet, and it’s easily modified for each event. Since I don’t do many weddings my timelines are not too lengthy anyway, but the spreadsheet has worked well for the couple of weddings I’ve done. I save my timelines as a PDFs, and email them to my clients.
 
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jaswrx

DJ Extraordinaire
Feb 15, 2015
215
33
I use DJ Intelligence.

They offer really customizable login forms (planning, timeline, and music forms) where the client can login via the backend of my website.
 
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TwinSpinDJ

Up-lighting
My time line is incorporated into the Wedding Reception Program; Outline page, Reception program, Wedding Party & Introduction page (copied and printed on 5x8 card stock), Music Listing (pre-selected must play tunes). Reception Program Outline (card stock) is provided to Room Captain, Photographer, and Bride & Groom (placed on head table where they will be seated). Most often no times are indicated on the Program, if necessary, the time is [ ] before each line paragraph; Introduction of Wed Party & B&G, Social Period, Toast, Meal (Cocktail Music), First Dance, etc.. At the end of the Reception a typed copy of the Reception Program (normally 4 or 5 pages) is presented to the B&G. It would help when and if their Vows are renewed.

The Reception or Ceremony Programs are designed from the Wedding Reception Worksheets. Face-to-face meeting(s) is scheduled to review the worksheet(s). First Draft and subsequent Drafts are done via email. Programs are done in MS Word.
 

DJ Ricky B

DJ Extraordinaire
Mar 9, 2015
3,868
36
Hitorically, I have used a Timeline Sheet that I made in Word Format.

It has all the major parts of a wedding, and they write down the times they want each part to happen. I then go over it with them to confirm during our last meeting. If they don't have a planner doing the timeline, mine get's used, and I make copies to hand out at the wedding.

...Last year, I have had the option to use DJ Event Planner. I created a timeline sheet on there as well. Only 1 bride has used that one so far.
 

rickryan.com

DJ Extraordinaire
Dec 9, 2009
11,970
54
Hendersonville, TN
www.RickRyan.com
I put this in another thread but it bears repeating. If you use Google Docs, make sure you disable client editing at an agreed point in time (I use 72 hours). I just started using Google docs and this past Saturday's bride made a change to her ceremony entrance song 49 minutes prior to her ceremony starting. I did find out it's easy to remove their edit permission, but it's something you have to do to protect yourself. Fair warning.
 

DJ Ricky B

DJ Extraordinaire
Mar 9, 2015
3,868
36
I put this in another thread but it bears repeating. If you use Google Docs, make sure you disable client editing at an agreed point in time (I use 72 hours). I just started using Google docs and this past Saturday's bride made a change to her ceremony entrance song 49 minutes prior to her ceremony starting. I did find out it's easy to remove their edit permission, but it's something you have to do to protect yourself. Fair warning.

If you use DJ Event Planner Software, they have a standard set permission to lock clients out from editing or making any song list changes, or any changes at 3 days out from the event. You can change that to any amount of time frame prior to the event that you want. I thought it was a neat feature that DJ Event Planner built into the client planning portal.

I am going to be setting up all my next few weddings with access to our client portal later this week. I usually send them a access link about 6 weeks before their big day since I have been using this system. ...Most of my clients still end up just using the planning form in word format though.
 

djtaso

DJ Extraordinaire
Apr 4, 2017
4,485
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NJ
www.djtaso.com
If you use DJ Event Planner Software, they have a standard set permission to lock clients out from editing or making any song list changes, or any changes at 3 days out from the event. You can change that to any amount of time frame prior to the event that you want. I thought it was a neat feature that DJ Event Planner built into the client planning portal.

I am going to be setting up all my next few weddings with access to our client portal later this week. I usually send them a access link about 6 weeks before their big day since I have been using this system. ...Most of my clients still end up just using the planning form in word format though.
Why give them the word format if you have this? An online planner can be filled in from any device, anywhere... especially for times where they hear a song and want to write it down on the spot. I actually give clients access to the planner from the day they sign. They think it’s awesome that they can do it at their own leisure and know what to expect ahead of time, rather than last second. Again it’s all about convenience these days
 

DJ Ricky B

DJ Extraordinaire
Mar 9, 2015
3,868
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Why give them the word format if you have this? An online planner can be filled in from any device, anywhere... especially for times where they hear a song and want to write it down on the spot. I actually give clients access to the planner from the day they sign. They think it’s awesome that they can do it at their own leisure and know what to expect ahead of time, rather than last second. Again it’s all about convenience these days

I figured that giving clients access too early will cause them to forget about the planning portal, OR they would end up contacting me down the road because they forgot their password or something.

Also, I still show my planning form to clients when I send them my agreement to sign (Sometimes before that). It seems easiest to send them the word version to read and check out. ...I don't want to go through the trouble of giving them access to these online materials before they sign an agreement and pay.
 

djtaso

DJ Extraordinaire
Apr 4, 2017
4,485
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NJ
www.djtaso.com
I figured that giving clients access too early will cause them to forget about the planning portal, OR they would end up contacting me down the road because they forgot their password or something.

Also, I still show my planning form to clients when I send them my agreement to sign (Sometimes before that). It seems easiest to send them the word version to read and check out. ...I don't want to go through the trouble of giving them access to these online materials before they sign an agreement and pay.
Feels a little old school is all I’m saying, compared to at least what other tools are out there. I personally don’t have the issues you claim with people forgetting about them or forgetting their password. I also do reach out 2 months before the wedding to remind them that if they haven’t filled it out yet (which they usually haven’t) to please do so, and also remind them of their login info. It’s a pretty simple process. I don’t give them anything until after things are locked in... however I do talk about it during the consultations I do, and give them examples of what I include in it... there’s no need to list every little item you ask or give them a look at your planning forms ahead of time, but what’s more important is that you show that there’s actually a process and that it’s detailed and not generic.