What to Do After They Book: Your Gig Planning Checklist

You got the booking — now what? In this episode, I’m walking you through everything that needs to happen after the contract is signed and before you ever play a note. From timelines and tech riders to backing tracks and backup plans, you’ll learn how to manage all the moving parts like a true professional (even if you're doing it all yourself). I’m also sharing a cringe-worthy gig day story that taught me the hard way why coordination matters. Whether you're playing your first event or your 500th, this checklist will help you show up calm, confident, and totally prepared.

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Transcript

So… there was this one wedding where everything was going perfectly — the planner was happy, the timeline was on track, the bride was glowing.

And then… it was time for the special performance.

The DJ looked at the Violinist. The Violinist looked at the DJ.

And nobody pressed play.

Turns out, each one thought the other was responsible for playing the backing track. And here’s the kicker — this was after multiple emails, texts, and phone calls with both the DJ and the planner. Somehow, that one tiny but critical detail just… never got clarified.

So there she was — in total silence — with the bride and groom sitting front and center waiting for the Violinist to perform their favorite song… while she scrambled to download the track using a hot spot with one bar of signal.

The client was not amused. And in the moment, my poor Violinist wanted to disappear into the stage floor.

But I’ll tell you what — since then we've doubled down on confirming those details. And today, I’m walking you through exactly what that looks like — so you never find yourself stuck in the spotlight with no track and no escape.

[Podcast Jingle]

Are you a classically trained violinist dreaming of stepping out of the orchestra and into the spotlight? But maybe the world of solo gigs feels…intimidating? You're not alone! Welcome to The Glam Violinist, the podcast that empowers classically trained musicians to build thriving careers as sought-after entertainers. I'm your host, Celeste Vee, and each week we'll break down the secrets to getting the gigs you’ve been dreaming of. Get ready to unleash your inner rockstar and turn your passion into a paycheck! Let's get glamorous!

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Hey y'all, welcome back to The Glam Violinist. If you’ve ever done a happy dance the moment you get a signed contract and a deposit — I get it. That moment feels so good. But here’s the truth: the work doesn’t stop there. It actually starts there.

Today, I’m going to walk you through everything that needs to happen between the moment a client books you and the moment you step onto the event floor.

Because those weeks in between are where all the magic happens. Or, you know… all the chaos. Depending on how well you plan.

Quick side note... if you know someone else who does gigs will you please take a moment to send them a link to this episode? My mission is to empower as many musicians as possible and YOU would be doing them - and me - such a huge favor. Thank you!!!

SECTION 1: WHY PLANNING STARTS AFTER THE BOOKING

Here's the deal, once a client books you, they assume you’re taking care of things. They trust you to show up, be amazing, and help their big day go smoothly.

But here’s what most non-musicians don’t realize: we can’t just show up and play. We need information. We need coordination. And if you’re doing this on your own — which most of you are — you have to be your own performance coordinator. One thing that makes my company unique is that I hire professional Performance Coordinators who handle all of these details for our Violinists. This is their whole job so the Violinist can focus on the music and the performance.

But when I was doing everything myself, I started keeping a little coordinating checklist on my phone. Nothing fancy, just a list I could run through to avoid waking up at 3 a.m. thinking, "Wait… did I confirm who's playing the first dance track?"

So let’s talk about what that checklist needs.

SECTION 2: YOUR POST-BOOKING CHECKLIST

Here are the core things you need to get from your client after they book:

1. A completed questionnaire or follow-up email with all the event details. This is such a crucial step. If you don’t already have a standard event questionnaire you send out to every client, make that your homework this week. You can use something like HoneyBook to automate it after the deposit comes through, or go simple with Google Forms, JotForm, SurveyMonkey — whatever you’re comfortable with. The important thing is to send it, and then follow up as needed. Some clients are super on top of it and others will need a gentle nudge or two. Our questionnaire is detailed but clear enough that if we never spoke to the client again, we could still show up and perform with confidence — that’s the goal.
   
   
   
2. Contact info for the DJ and planner if there is one. This info should be requested in your questionnaire. Then it’s up to you to make sure the planner and DJ actually receive your Tech Rider and know what to do with it. Even if you ask your client to forward it, chances are high they’ll forget or assume it’s not urgent. So follow up directly. Make sure everyone’s seen it, understands it, and that you’re all on the same page before the big day. This is where you determine who's providing the speakers so that's especially important.
   
   
   
3. The final event timeline — it probably won’t be ready right away, so go ahead and put it on your radar to follow up. Some planners will send it automatically. Some will forget to share it with the vendors. Some won’t have one at all. And sometimes… there’s no planner or timeline. If that’s the case, make sure you reach out the week before and confirm the basic flow and timing of the event so you’re not guessing when you show up.
   
   
   
4. Special song requests — and all the little details that go with them. Are you playing along with the original vocals, or do they prefer an instrumental violin cover? Clarify early who’s responsible for playing the track — you, or the DJ? Don’t assume. I’ve seen this go wrong way too many times. Sometimes the DJ is creating a custom mashup — that’s especially common for first dances at South Asian weddings. If that’s the case, make sure they send it to you as soon as it’s ready so you have time to practice with it.
   
   
   
5. Attire expectations — is there a color scheme or vibe you need to match? I can't tell you how many times I've shown up and thought, "Ugh, I had the perfect dress that would've matched this theme exactly — if only I'd known!" Here's a pro tip: most brides or planners have some kind of visual reference — whether it's a Pinterest board, an inspiration deck, a style guide, or a mood board. And for big South Asian weddings, they'll have a different one for every event that weekend. If you can get access to that, it makes planning your outfit so much easier — and helps you blend into their aesthetic like a total pro.
   
   
   
6. Parking and arrival logistics — never assume it’ll be easy. Confirm ahead of time whether parking or valet is complimentary for vendors. If not, plan accordingly. You may need extra time to unload, park, and walk back in. Or honestly? Sometimes it’s just worth it to pay the valet and save yourself the stress — especially if you’re hauling a speaker, a violin, and half a suitcase of cables. Just make sure whatever plan you choose, you’re not figuring it out on the spot.
   
   
   
7. Point of contact — make sure you know exactly who you’re supposed to check in with when you arrive. Sometimes there’s a planner, sometimes it’s the bride’s cousin, and sometimes it’s just... chaos. So whether it’s the planner, the bride’s bestie, or Uncle Sal in a Bluetooth headset — get a name, get a number, and confirm it ahead of time.
   
   
   

Pro tip: When in doubt, ask. People will rarely get annoyed by too much communication, but they will notice if something important gets missed.

SECTION 3: MUSIC PREP

Once you know what you’re playing, it’s time to get your music ready:

• Purchase or download backing tracks. 
  
  
  
• Trim, transpose, or edit audio as needed.
  
  
  
• Double-check that the key and form match your sheet music if you're using sheet music.
  
  
  
• Load all your tracks onto your laptop or ipad, whatever you're using to play your tracks.
  
  
  
• For more info on how I do all of this, go back and listen to Episode 2 about Choosing Songs and Backing Tracks.
  
  
  

SECTION 4: FINAL WEEK CHECKLIST

The week before the event, confirm everything:

• Final timeline
  
  
  
• Your arrival and setup time
  
  
  
• That the DJ or planner knows who’s playing what
  
  
  
• That the client has no last-minute changes
  
  
  
• That you’ve rehearsed the special requests
  
  
  
• That your gear is charged, packed, and ready and you have extra batteries in your bag
  
  
  

This is also a great time to gently reinforce your professionalism. Text the planner or DJ with something simple like: "Hey! Just confirming our timeline and music plan for Saturday. Let me know if you have any updates!"

That one line can save you from awkward moments later.

SECTION 5: GIG DAY

Give yourself extra time. Like, more than you think.

Bring backups of everything — cables, chargers, extra audio files. Dress professionally and be calm and helpful. When things do go wrong, clients remember how you handle it more than the mistake itself.

I once had to re-download all my tracks on site because my laptop crashed and the backup USB drive wasn’t working. Awful. But the client still left a glowing review because I stayed calm and made it happen.

SECTION 6: AFTER THE GIG

• Make a few notes about what worked and what didn’t.
  
  
  
• Send a thank-you email or text to the planner and client.
  
  
  
• Ask for a review while the magic is still fresh.
  
  
  
• Save any useful info for your next gig with that planner or venue.
  
  
  

Also, take two minutes to jot down what you would change next time. Was your load-in stressful? Did you forget anything? Was the DJ amazing? Keep track. That’s how you get better.

CONCLUSION

This is the stuff that makes your performance feel effortless. The part that no one sees. But this is the difference between a good gig and a flawless one.

So if you’re out there doing this all yourself — just know, I see you. You’re doing the work of five people. And you're doing it beautifully.

And hey, if you ever mess up? Learn from it. Laugh about it later. And make your system stronger next time.

Of course, there are so many scenarios and details I couldn't cover in this episode so if you have any specific questions, send me a DM on Instagram @TheCelesteVee.

Thanks for listening, and until next time — stay prepared, stay detailed, and as always, stay glamorous!

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