What a DJ booking form needs to quote a gig
Your booking form has one purpose: give you enough to check your calendar and send a firm price without a long back-and-forth. Beyond event type, date and hours, the details that change a quote are the start and end time, the venue address, whether the event is indoors or outdoors, the expected guest count and whether you also need to cover a ceremony, speeches or a second room. Guest count tells you how much sound to bring; outdoor events may need a generator or extra cover; a ceremony usually means wireless microphones and an earlier arrival. Add these as short required questions and leave everything else optional, so the first request stays quick to fill in and you can ask for finer detail once the client is serious.
Logistics questions that prevent surprises
Most bad nights start with something nobody asked about. Add a few logistics questions: 'How do we load in? (ground floor, stairs, lift)', 'Is there a power outlet within 10 metres of the DJ area?', 'Does the venue have a noise limit or a hard finish time?' and 'When can we start setting up?' Ask for the name and phone number of the planner or venue coordinator, so you are not relying on the couple or host on the day. For outdoor and late events, ask whether there is cover from rain and whether a sound limiter is installed. These answers also belong in your quote, because extra setup time, a second system or stairs with heavy speakers are real costs you should price in.
Music questions that actually help
An open 'music preferences' box often comes back with 'a bit of everything'. Specific prompts work better. Ask for up to ten must-play songs, rather than unlimited, so the list stays usable. Ask for a do-not-play list and whether clean or radio edits are required, which matters for school dances and corporate events. For weddings, ask for the songs for the entrance, first dance and any parent dances, plus the names you will announce and how to pronounce them. Add 'What kind of crowd is it?' with options such as mostly under 30, mixed ages or mostly over 50. That single question often tells you more about the night than a long playlist does, and it helps you plan the early, quieter hours.
How to create a booking form step by step
Start from this template, or describe your service to OneSol's AI, for example 'a booking form for a wedding and party DJ with event type, date, venue, guest count and must-play songs'. Edit the event types and budget bands to match what you actually sell. Mark date, event type and contact details as required. Write a short intro that says what happens next, such as 'I will confirm availability and send a quote within 24 hours.' Preview it on a phone, because most clients will open it from your social bio or a text message. Publish it, send a test request and check it arrives in your dashboard and inbox. It is free to start, and clients do not need an account to send a request.
Deposits and booking terms
A request is not a booking until you have confirmed the date and the client has agreed to your terms. Many DJs use two steps: the booking form collects the request, then a second, shorter form confirms the booking and takes the deposit once the quote is accepted. On OneSol's Pro plan you can take a payment with a form by connecting your own Stripe, PayPal, Razorpay or Square account. Whatever you charge, state it in plain words on the form, such as 'A deposit of 25% secures your date; the balance is due seven days before the event.' Put your cancellation and refund terms in writing too. Contract rules differ by country and state, so check your local requirements; this is not legal advice.
Handling requests once they arrive
Reply quickly, because clients usually contact several DJs at once and the first clear quote often wins. Check the date against your calendar first; if you are booked, say so the same day and, if you can, recommend someone you trust. For open dates, send a quote that lists the hours, equipment and any extras you priced from the logistics answers, so the client sees why the number is what it is. Export your requests to CSV every month. Over a season it shows which event types and months bring the most inquiries, which budget bands actually book, and where your leads come from, which is useful when you decide on next year's prices.
Common mistakes
Leaving out the end time is the classic one: 'five hours' means nothing if the venue closes at eleven and the client thinks you start at seven. The second is a budget question with no 'Not sure yet' option, which pushes people to guess or leave. The third is too many required fields on the first request, such as full playlists and timelines that belong in a planning call weeks later. Others include not asking for the venue address, which you need for travel pricing, and no note telling clients when they will hear back. Read your own form as a stressed client on a phone; if a question makes you hesitate, rewrite it or make it optional.