Princeton University Detailed Event Checklist – DJ
1) Basic Event Logistics
□ Begin researching potential DJs and contact them for availability and pricing.
□ Reserve your location well in advance. Depending on your anticipated attendance, good dance
spaces are the Mathey Common Room, Liberation Hall at the Fields Center and Campus Club.
□ Pick your date/time and confirm the DJ’s availability. Make sure that the majority of your group
will be able to attend, as well as other members of the campus community.
□ Book Safeguards or Public Safety as appropriate according to the ODUS Event Security Policy.
□ Work with the DJ to determine payment, as well as the DJ’s technical requirements and electrical
needs. Will the DJ let you help pick the playlist? Will the DJ need to be provided transportation,
lodging or food?
□ Put together a detailed budget: price of DJ, any additional rental equipment, room set up charges
from Building Services, refreshments, etc.
2) Event Registration, Funding and Advertising
□ Register your event with ODUS at OSERF.
□ Apply for funding. Alcohol Initiative funding may be especially appropriate for your event if it is
held on a Thursday or Saturday night between 10pm and 2am.
□ Recruit volunteers to help with set up and break down plus decorations and security.
□ Once you have confirmed funding, double check the event logistics.
□ Design and implement your advertising campaign. What will draw students to this event?
3) Working with Vendors
□ Determine what equipment the DJ will bring and what you may need to rent (tables, extension
cords, etc.)
□ Put in work/equipment orders with Building Services to rearrange furniture in the room or to
order rentals.
□ Establish a clear start and end time with the DJ plus any breaks, and load in and load out times.
Create a plan for loading in and out the equipment (are there stairs involved?).
□ Make sure the DJ knows he/she is not allowed to invite personal guests or advertise the event.
□ Establish the contact person for the event and give the DJ that person’s cell number. Make sure
that person also has the DJ’s number.
□ Give the DJ a campus map as well as the ODUS vendor info sheet.
□ Create a day of schedule with a detailed list of times as well as contact information. In order to cut
a check for the DJ for the day of you will need a W-9 in addition to an invoice. You must process
this paperwork with ODUS at least two weeks before the event.
□ If your DJ is a student, the process for payment must go through Time Collection (see below).
□ Note: if the DJ gives you a contract you cannot sign it! Dean Dunne must sign all contracts on
behalf of student organizations. We also generally encourage use of the University contract over all
other forms of contracts. This can be found on the ODUS website.
□ Notify the Parking Office of any parking needs, and also notify surrounding departments of
potential noise issues.
4) Day of Event
□ The day of, confirm your order with Building Services or other rentals.
□ Have volunteers arrive at event location early to set up the room.
□ Hold a security briefing with Safeguards, Public Safety and your event volunteers.
□ Always keep with you a copy of the day-of schedule, contact information, event contract and
paperwork throughout the event. Make sure the event contact is present throughout.
□ Give DJ the check once the event and the DJ responsibilities have been completed that night.
□ Clean up the space, return furniture as needed.
Princeton University Detailed Event Checklist – DJ
5) Post-Event Responsibilities
□ After the event, do not wait to process payments, send thank you notes and write event
evaluations for your funding sources; these post-event responsibilities often fall through the cracks
and are just as important as the event itself!
Note: Student DJs have to be paid through Time Collection. Jeanette DeGuire coordinates this for student
organizations. You need to tell her the student’s name, PUID number, date of the event and what the
student is being paid.