Don't worry if you don't have all of the information to complete this planner. Fill in the information you are sure about, and we will help you complete it when we get together for the planning consultation.

Contact Information

Client name:                                                                                                 Phone/Email:

Guest of honor’s name:

Party Date:                                                       Setup Start Time:                        Entertainment Start Time:                          End Time:

Order of Events

Notes:    The printed order of events is only a suggestion. Every party is different, and this is YOUR party. Any event may be added, removed, or rearranged as long as it is clearly indicated in the above table.
Remember to review this schedule with your caterer! ‘~’ means approximate time.

Location Information

Name/address of establishment:

Contact name:                                    Phone:

Primary room name/location:                                                     Floor:

Do we have to provide music in other room(s) at any time? If so, what, where and when?:

Directions to party (use additional sheets if necessary):

General Information

Number of guests:                        Children:

Theme (optional):

Number of courses to be served (including dessert):

Does the caterer need everyone seated to take orders for the main course?            If yes, when and for how long?

Is there “dead air time” during which we shouldn’t play?           When?

Tuxedo pants, shirts, and gold musical note vests are the normal outfit for MCs, DJs, and Party Motivators. Party dancers (if any) will dress in appropriate, tasteful costumes. If you wish different attire, detail preference here:

 

Contact Information For Other Party Professionals

	Name	Phone	Fax	Booked From-To
Caterer
Banquet Hall/Venue
Planner/Coordinator
Photographer
Videographer

 

Party Start

Music to start with (soft music recommended if food on tables, high-energy dance music recommended otherwise):

Grand Entrance / Introductions

Introductions can be performed by Dancemasters’ MC (Master of Ceremonies), or by someone else. (Requests to change this at the party will only be honored if given directly by the client to the MC.) Who will be performing the introductions?

We recommend upbeat music. Some song suggestions follow:

·         High-energy techno (like Twilight Zone by 2 Unlimited)

·         America (Neil Diamond)

·         Theme from 2001 A Space Odyssey

·         Party Time (Gloria Estefan)

·         Havana (Kenny G)

Please list those to be introduced during the grand entrance in the order they will be introduced. You can choose different songs for each person or one for the entire group. Use additional sheets if necessary. If you want, interesting tidbits of information about relationships to the guest of honor can be announced—if so, please write details below each person’s name.

Name(s)	Phonetic Pronunciation(s)	How to Introduce	Music

 

 

Toast

Who will be introduced to offer the toast to the Guest of Honor?  Write the name as the Guest of Honor would, and include phonetic pronunciation:

Will there be other people offering toasts? If so, describe:

After the toast, can the MC ask “does anyone else want to say something to the Guest Of Honor or offer a toast?”

After the toast, will the Guest of Honor want to say something (i.e., thank you for coming)?

Grace (or other blessings)

Blessing	Name of person (with phonetic pronunciation) to be introduced to say the blessing

 

 

Meal

Type of music:

For buffet (not applicable to sit down/served meal), we can do music trivia with the guests still sitting (to win the right to go next for food). Is this OK?

While guests are waiting for food, we can encourage other couples to come out on the floor and slow dance. Is this OK with you AND the caterer?

Candle lighting

A memory candle for deceased relative(s) may be lit by the guest of honor. Typically this is announced by the Guest of Honor, and is done either before the first candle is announced, or before the parents’ candle is announced. Alternatively, one of the candles on the cake can be lit as a memory candle—this would be announced at the time of that candle. Will there be a memory candle?

Will the MC or the Guest of Honor be calling the guests up to the cake (circle one)?

Include the names of people who will be coming to the cake. Write the names as the Guest of Honor calls them (like “Aunt Rose and Uncle Bob,” etc.), and include phonetic pronunciation. The usual order for candle lighting is:

1.        Grandparents

2.        Aunts

3.        Uncles

4.        Cousins

5.        Older relatives

6.        Younger relatives

7.        Friends of parents

8.        Friends of Guest of Honor

9.        Parents

10.     Siblings

11.     Guest of Honor

The usual number of candles is 17 (16 for age, one for good luck). Try to group relatives and friends together to keep the amount of candles to this number as best as possible. You can have interesting tidbits of information announced as the individuals come up to light the candles. If you want to do this, please write details below each person’s name.

You will also need to choose music to be played while people come up and light the candles. You can have one piece of music serve as background to all of the candles, or you may want to match a specific song to each person or group of people lighting the candle (preferably fun and upbeat). The total ceremony takes about 15 minutes.

Name(s)	Phonetic Pronunciation(s)	How to Introduce	Music
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.

 

Grand Finale

Before the last dance, we can organize guests into a circle around the guest of honor, pass the mic around, and allow them to each offer best wishes. Do you want to do this?     To what song (we suggest That’s What Friends Are For)?

 

Music for last dance (some suggestions follow):

·         Last Dance (Donna Summer)

·         Times Of Your Life (Paul Anka)

·         I’ve Had the Time Of My Life (from Dirty Dancing)

·         “You’re the One That I Want (from Grease) followed by “Walking On Sunshine”

·         Shout (Isley Brothers)

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