# SOP templates for a DJ or entertainment business

Owner: Owner or office manager
Runs: Set up once, reviewed each season

A DJ or entertainment company sells a performance, but most of the work happens before and after it. These SOPs cover the core path from inquiry to post-event review, ordered by stage, with company procedures at the end. Replace the [bracketed] values with your own.

## Lead acquisition: follow up on an inquiry

**Purpose:** Reach every inquiry while they are still comparing options.

1. **Log the inquiry** in [CRM] with event date, type, venue, guest count and how they found you.
2. **Check date availability** for performers and gear.
3. **Reply** within [2 business hours] during office hours with availability, a short intro, and a link to book a consultation.
4. **Call** if a phone number was given and there is no reply within 1 business day.
5. **Follow up** at [2, 5 and 10 days]. After that, move the lead to the nurture list.

## Lead nurture: run the consultation

**Purpose:** Understand the event and the client, and show how you would handle it.

1. **Review the inquiry** and the venue before the call.
2. **Ask about** the event's feel, must-play and do-not-play music, key moments, timeline and who else is involved.
3. **Explain your process** from booking to the day, briefly.
4. **Recommend a package** based on what they told you, and explain why.
5. **Send a recap** the same day with the recommendation and a quote.

## Sales execution: book the event

**Purpose:** Confirm the date with a signed agreement and retainer so it is truly held.

1. **Send the agreement** through [e-signature tool] with the date, times, package, price, payment schedule and cancellation terms.
2. **Hold the date** as tentative for [5 days].
3. **Follow up** at [2 days] and the day before the hold expires.
4. **On signature and retainer**, mark the date booked in [CRM], assign a performer and send the welcome email with the planning timeline.
5. **Release the date** if the hold expires without a signature, and tell the client.

## Fulfillment: run the planning meeting

**Purpose:** Capture every detail the performer needs to run the event without calling the client on the day.

1. **Schedule the meeting** [3 to 6 weeks] before the event.
2. **Work through the planning form**: timeline, announcements and pronunciations, special songs, vendor contacts, venue rules and load-in details.
3. **Confirm the final timeline** in writing and send it to the client for approval.
4. **Share the approved form** with the assigned performer at least [7 days] before the event.
5. **Collect the final balance** by the date in the agreement.

## Fulfillment: gig day and gear check

**Purpose:** Arrive ready, set up safely and perform to the plan.

1. **Pack the rig** the day before from the rig's packing list and run the pre-gig check: power on every piece, test mics and batteries, check cables and spares.
2. **Confirm arrival** time with the venue contact the day before.
3. **Arrive** by the load-in time on the timeline. Dress to the company standard.
4. **Set up and sound check** before guests arrive. Tape down cables in walkways.
5. **Check in** with the coordinator or client contact about any timeline changes.
6. **Perform** to the approved timeline and announcements.
7. **Load out**, leave the space as found, and log any gear fault in [gear log] the same night.

## Retention: after the event

**Purpose:** Thank the client, collect a review and keep the relationship for referrals.

1. **Send a thank-you** within 2 days, with any photos or a link to the playlist if offered.
2. **Ask for a review** on [review site] within [7 days].
3. **Note** anything the client said, good or bad, in [CRM].
4. **Add the client** to the past-client list for occasional, useful contact.

## Company: report payments and commissions

**Purpose:** Pull payment and commission numbers the same way every period so everyone is paid correctly.

1. **Export** payments received for the period from [CRM or payment tool] on [the 1st business day of the month].
2. **Match** each payment to its booking and confirm the booking's salesperson and performer.
3. **Calculate** commissions and performer pay using the current commission plan at [link].
4. **Send the report** to [owner] for approval, noting refunds, cancellations and adjustments.
5. **Pass approved amounts** to payroll or accounts payable, and file the report.

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Template from SOPCompass (https://sopcompass.com/templates/dj-entertainment-business-sops). Free to use and adapt.