Event Music Curation Hacks Every Planner Should Know

By | Published On: July 17, 2025 | 5.1 min read |

A DJ performing on stage at a vibrant event. The scene is illuminated by dynamic pink and purple lighting, capturing the excitement and energy of event music.

Music is the soul of any event. It sets the mood, energizes the crowd, and makes the experience unforgettable. However, finding the right music isn’t always easy. For event planners, music curation can feel overwhelming.

What works for one event may not be suitable for another. Luckily, with the right approach, you can master the art of crafting perfect playlists. Better yet, let the number one DJ, Will Gill, handle the music and make your corporate event unforgettable. With over 2,000 five-star reviews, he has a proven testament to his extraordinary skills.

Check the video below to see Will Gill energize the crowd.

Here are some simple hacks you can use to curate music that takes your event to the next level.

1. Know Your Audience

Before choosing any songs, think about who will be attending. Ask yourself, “What will they enjoy?” Music preferences often change based on factors like age, culture, and even geographic location.

For a corporate gala, you might lean toward jazz or instrumental music. For a wedding with younger guests, consider pop hits or romantic ballads. When in doubt, mix genres to match a diverse audience. For example, weddings often benefit from a mix of classic hits and modern tracks that appeal to all age groups.

Hack: Use surveys or RSVPs to gather music preferences in advance. A quick poll can uncover what guests hope to hear.

2. Match Music to the Event’s Theme

Every event has a purpose and a mood. The music should reflect both. A formal dinner event calls for soft, elegant music. Meanwhile, charity runs or outdoor festivals thrive on upbeat, energetic tunes.

If you’re planning a rustic-themed wedding, you might include acoustic or folk tracks. A futuristic tech event might call for electronic or synthwave music. Always aim for music that enhances—not distracts from—the atmosphere.

Hack: Use tools like Spotify or Apple Music to locate pre-made playlists tailored for specific moods and themes. Many of these playlists can save you hours on curation.

3. Create an Event Timeline Playlist

Events typically have multiple phases, such as arrivals, main programs, and closings. Each phase needs different music to match the energy levels.

  • Arrival: Use light, welcoming music to set a calm tone as people settle in.
  • Main Activities: Switch to more dynamic songs that keep energy levels high and guests engaged.
  • Closing: Choose mellow tracks to signal it’s time to wind down, helping guests transition toward departure.

Hack: Break your event into time slots and assign playlists or songs to each. For example, start with classical or coffeehouse music during cocktail hour. Move to upbeat hits during dancing or speeches.

4. Use Clean Versions of Songs

One small mistake can disrupt the experience, especially if inappropriate language sneaks into the music. To keep everything professional, always choose clean versions of songs. This is particularly important for family-friendly events or corporate gatherings.

Hack: Platforms like Spotify and YouTube often label songs as “explicit.” Use this to filter tracks and ensure you’re playing age-appropriate music.

5. Include Crowd Favorites

Some songs are classics for a reason—they get people moving and create shared moments. Don’t overlook well-known tracks, especially if you’re planning an event with dancing.

From singalongs like “Sweet Caroline” to universal anthems like “Uptown Funk,” these songs put smiles on guests’ faces. Aim to include a few hits everyone can enjoy.

Hack: Balance crowd-pleasers with unique tracks. Too many familiar songs can feel predictable, so add lesser-known gems to keep things fresh.

6. Test the Sound System Beforehand

Even the best-curated playlist can flop if the sound system doesn’t work. Bad audio quality or volume levels can ruin an event. Always test the setup at least one day in advance.

Check for:

  • Proper speaker placement
  • Balanced sound across the venue
  • Microphone compatibility (if needed)

Hack: Walk around the venue during sound checks. Ensure music sounds clear in every corner, not just near the speakers.

7. Collaborate with a Professional DJ

If curating music feels too challenging, a professional DJ can step in. DJs specialize in reading the crowd and adjusting the music on the spot. They also have access to advanced equipment and special remixes you won’t find on standard playlists.

A good DJ works closely with you to understand the event’s vibe. They can suggest songs, build mood transitions, and ensure everything flows smoothly.

Hack: Share your curated playlist with the DJ. Use it as a foundation while allowing room for their expertise. Collaboration usually results in the best outcome.

8. Have Backup Plans for Technical Issues

Technology can be unpredictable. Whether a speaker fails or your streaming app crashes, always have a backup plan. Save offline copies of playlists or pre-download tracks to avoid any hiccups.

Hack: Keep an auxiliary cable or Bluetooth adapter handy. These can be lifesavers if your setup needs a quick fix.

9. Don’t Neglect Breaks or Pauses

Silence can be just as important as sound. Planned pauses create breathing room during high-energy events. For example, during speeches or awards presentations, fading the music out helps people focus.

After these moments, fade music back in gently to avoid jarring transitions.

Hack: Program fade-ins and outs directly into your playlist. Many music apps have this feature built in.

10. Monitor the Crowd’s Reaction

The best-curated playlist is flexible. Keep an eye on how the crowd reacts to each song. If people seem bored, you might need to shift the energy. If they’re dancing, keep the tempo high.

Hack: Assign a team member to monitor guest feedback or requests. They can provide real-time updates to adjust the playlist if needed.

Music Curation Shouldn’t be Difficult

Music curation doesn’t have to be difficult. With these hacks, you can craft soundtracks that guests will remember long after the event ends. Keep the focus on your audience, plan for every phase, and stay flexible.

The right playlist can elevate any gathering. Whether it’s a wedding, conference, or birthday party, curated music is your secret weapon. Start small, experiment, and watch as your events reach new heights.