Ultimate Guide to DJ Event Planning Software [Comparisons + How To]

When running a modern DJ business, you've got a lot of different things to worry about.

You have to handle bookings, contracts, payments, song requests, communicating with hosts, venders, venues and more. All of that while hopefully not losing track of anything (for event after event).

It's a lot to manage! That's why most modern DJ businesses turn to software like client portals to help out with this.

A DJ client portal acts as the central hub for your business's event planning. It gives clients a simple way to submit event details, review schedules, sign contracts, and stay updated. Instead of juggling emails and spreadsheets, everything stays organized in one place.

While this can make your day-to-day much easier as a DJ, getting all that software set up can be a pain.

The DJ event planning software market is pretty scattered. Some DJ event planning platforms focus on event scheduling and music planning, while others handle invoicing, automated reminders, and full client management. So it's not always easy to tell which tools you might want, and also how to use those tools.

That's where this guide comes in.

This guide covers the top DJ client portal solutions, from SongBoard, DJEP, and Vibo to HoneyBook and Gigbuilder. We’ll compare features, pricing, and how each tool improves client collaboration. We’ll also explore DIY options like Google Docs and Google Drive and when they work best.

By the end, you’ll know exactly how to choose the right DJ event planning software and set up a client portal that keeps your business organized and your clients happy.

What is DJ Event Planning Software?

DJ event planning software is a platform that helps DJs keep their business organized. It manages bookings, contracts, invoices, payments, event schedules, and communication with hosts, vendors, and venues.

Without a system, DJs rely on scattered emails, spreadsheets, and last-minute phone calls. This leads to missed details, scheduling conflicts, and unnecessary back-and-forth. Event planning software fixes this by providing a centralized client portal where everything stays organized.

A DJ event planning portal lets hosts:

• Submit event details – Timelines, special requests, and key contacts
• Request songs and playlists – Organize music preferences in one place
• Sign contracts and make payments – No more chasing down paperwork
• Track schedules and updates – Keep everyone on the same page

Different platforms focus on different aspects of event planning:

• SongBoard – Built for DJs who want an interactive client portal. Hosts can submit song requests, build event timelines, and collaborate with DJs in real time. It keeps everything clear, reducing miscommunication.
• DJ Event Planner (DJEP) – A full-service business management tool. It handles contracts, invoices, payments, and staff scheduling while also offering event planning features. Best for DJs running multi-DJ operations.
• Vibo – A music-focused planning platform that allows clients to build playlists and submit event details. Great for DJs who prioritize song selection but need additional tools for business management.
• HoneyBook – A general client management platform that handles contracts, payments, and scheduling but lacks built-in music planning tools. Best for DJs who also manage other creative services.
• Gigbuilder – An older but feature-rich platform. It includes event planning, scheduling, and automated client communication, though the interface can feel outdated.

For DJs handling multiple events, the right DJ client portal keeps everything organized, eliminates unnecessary communication, and improves client satisfaction. Whether you need full business automation or a simple event planning tool, DJ event planning software ensures everything runs smoothly.

Top 7 Best DJ Event Planning Software [Ranked]

The right DJ event planning software keeps your business organized, automates tasks, and improves the client experience.

Whether you need a full business management tool, an interactive DJ client portal, or a music planning solution, this list ranks the best options available.

#1: SongBoard – The Best DJ Client Portal & Planning Software

* Best for: DJs who want an interactive, modern client portal that simplifies event planning.

Most DJ planning software is either outdated or overcomplicated. SongBoard changes that. It’s built specifically for DJs, giving them a customizable client portal where hosts and guests can submit song requests, share event schedules, and collaborate in real time.

Key Features:

* Branded DJ Client Portal – Clients get a professional, all-in-one event hub.
* Song Requests & Playlists – Hosts and guests can request, sort, and manage music.
* Event Planning Tools – Clients manage schedules, announcements, and key details without needing emails or calls.
* Mobile-First Design – Works on phones, tablets, and desktops seamlessly.
* Affordable & Transparent Pricing – Solo DJs can use it for free, no hidden costs.

Why DJs Love It

SongBoard is built for DJs from the ground up, making it the best option for client collaboration and event planning. If you want to stand out with a professional, client-friendly experience, SongBoard is the way to go. * See why DJs are making the switch.

#2: HoneyBook – Best for Business Management & Invoicing

* Best for: DJs who need invoicing, contracts, and automated business tools.

HoneyBook is a business management platform used by wedding DJs, event professionals, and photographers. It streamlines client communication, invoicing, and payments but lacks DJ-specific features like music requests or event scheduling.

Key Features:

* Automated Contracts & Invoices – Clients can sign agreements and pay online.
* Lead & Booking Management – Track client inquiries, projects, and follow-ups.
* Payment Processing – Accept deposits and final payments with ease.
* Mobile-Friendly – Manage your DJ business on the go.

Why DJs Use It

HoneyBook is a strong business tool but not designed for DJs specifically. Many DJs combine it with other tools like SongBoard or DJEP to handle contracts while using another tool for event planning and music selection.

#3: DJ Event Planner (DJEP) – Best for Multi-Op DJs

* Best for: DJs managing multiple staff members and events who need automation tools.

DJEP is one of the most established DJ planning platforms, offering client management, scheduling, invoicing, and contracts. It’s powerful, but the interface is outdated and requires setup.

Key Features:

* Full Business Automation – Handles contracts, invoices, and client tracking.
* Guest Song Requests – Clients and guests can build playlists and request music.
* Staff & Employee Management – Assign DJs, track wages, and manage schedules.
* Website Integration – Customizable booking forms and planning tools.

Why DJs Choose It

DJEP offers powerful features, but its user experience feels old compared to modern tools like SongBoard. It’s best for DJs running multi-op businesses that need deep automation.

#4: DJ Planning Center – Best New All-in-One DJ App

* Best for: DJs who want a fresh, modern event planning app.

DJ Planning Center is a new planning tool that offers a dual-app experience—one for DJs, one for clients. It combines music selection, timeline management, and contract tracking in a mobile-friendly format.

Key Features:

* Spotify & Apple Music Integration – Clients can import playlists and request songs.
* Drag-and-Drop Timeline Builder – Clients can organize event details easily.
* Task Automation & Reminders – DJs can set up workflows and automatic notifications.
* Real-Time Collaboration – Clients and vendors can work on event details together.

Why It’s Gaining Popularity

DJ Planning Center is designed for mobile event collaboration. However, since it’s still new, it lacks some advanced business management features found in DJEP or HoneyBook.

#5: Planning Beats – Best for Automating Your DJ Business

* Best for: DJs who want to automate admin tasks, manage music requests, and streamline bookings.

Planning Beats is a new DJ business platform launching in May 2025. It was designed with input from DJs to save time on planning, payments, and client communication.

Key Features:

* Automated Workflows – Handles contracts, invoices, and reminders.
* DJ Client Portal – Clients can manage music, schedules, and event details.
* Multi-Op Support – Assign DJs, track wages, and manage bookings.

Why DJs Are Excited

Planning Beats automates the busywork, so DJs can focus on their events. With workflow automation and music request handling, it’s a promising new tool for DJs who want a modern business system.

#6: Vibo – Best for Music-Focused Event Planning

* Best for: DJs who prioritize music selection and playlist collaboration.

Vibo is a mobile-first planning tool focused on song selection and event music coordination.

Key Features:

* Spotify & Apple Music Integration – Clients can import and organize playlists.
* Pre-Built Planning Templates – Quick-start event planning forms.
* Guest Music Requests – Allow guests to contribute to event playlists.

Why It’s a Good Option

Vibo is great for music planning, but it lacks full business management features like invoicing and contracts. Many DJs pair it with HoneyBook or DJEP.

#7: Google Docs & Sheets – Best Free DIY Option

* Best for: DJs who want a free, no-frills way to organize events.

Some DJs prefer spreadsheets over software. Google Docs & Sheets can work for basic planning, but lack automation and a client portal.

Key Features:

* Customizable Planning Forms – Use Google Forms for song requests and event details.
* Simple & Free – No subscription fees, just manual work.
* Easy Sharing – Share event details with clients via Google Drive.

Why Some DJs Still Use It

Google Docs works for DJs on a budget, but as your business grows, you’ll need a real planning platform.

Best Free DJ Event Planning Software [100% Free Options]

If you’re looking for free DJ event planning software, you don’t have to rely on expensive tools to keep your events organized. Whether you need a simple way to collect song requests, build event timelines, or manage client communication, these 100% free solutions can help.

Each option below offers zero-cost event planning features tailored for DJs who want to stay organized without paying monthly fees.

1. Google Docs & Google Sheets (Best Free DIY DJ Planning Tool)

* Cost: Free
* Best for: DJs who need a customizable planning system without automation

Google Docs and Google Sheets are the go-to free tools for DJs who want to organize song requests, event timelines, invoices, and client details without specialized software. Many DJs use:

• Google Forms to collect song requests from clients.
• Google Sheets to build setlists, track event schedules, and manage payment details.
• Google Drive to store contracts, invoices, and event planning notes.

Pros

* Completely free and cloud-based.
* Easy to share with clients and team members.
* No learning curve—works like any standard document or spreadsheet.

Cons

* No built-in DJ-specific tools like music selection or timeline automation.
* Requires manual updates and client coordination via email.

* Best for DJs who prefer flexibility and don’t mind updating things manually.

2. SongBoard (Best Free DJ Client Portal Platform)

* Cost: Free for solo DJs
* Best for: DJs who need a professional client portal for event collaboration

SongBoard is one of the only DJ-specific planning tools that offers a free plan. Unlike spreadsheets, SongBoard provides a custom client portal where hosts and guests can submit song requests, view schedules, and collaborate in real time.

What You Get with the Free Plan:

• One active event at a time (perfect for solo DJs).
• Custom event portal where clients can manage song requests and event details.
• Mobile-friendly design for easy access on any device.
• Automated scheduling to keep everything organized in one place.

Pros

* Specifically built for DJs and event planning.
* Provides a professional client experience compared to spreadsheets.
* Mobile-first and easy to use.

Cons

* Not a full business management tool (no contracts or invoices).

* Best for DJs who want a simple, modern way to collect music requests and manage events online.

3. Trello (Best Free Task & Timeline Organizer)

* Cost: Free
* Best for: DJs who want a visual tool to manage event planning tasks and schedules

Trello is a task management tool that helps DJs track event planning details using an easy drag-and-drop system. You can create:

• Boards for each event to keep track of setlists, contacts, and payments.
• Lists for event timelines, song requests, and reminders.
• Checklists for tasks like client follow-ups, equipment prep, and venue coordination.

Pros

* Visually organizes event details in a structured way.
* Works on desktop & mobile for easy access anywhere.
* Customizable with checklists, due dates, and team collaboration tools.

Cons

* Not built for DJs, so it lacks music request tools and automated scheduling.
* Requires manual setup to make it work as a DJ planner.

* Best for DJs who like a structured task manager but don’t need built-in music planning features.

DJ Event Planner vs. Vibo (Which One is Better?)

DJs looking for event planning software often consider DJ Event Planner (DJEP) and Vibo. While both help with managing events and client collaboration, they focus on different aspects of DJ business management.

Here's a quick overview of both options:

* DJ Event Planner (DJEP): A full-service DJ business management tool that handles bookings, contracts, invoices, staff scheduling, and automated workflows. It’s a well-rounded solution for DJs who want to streamline their entire business.

* Vibo: A mobile-first app focused on event music planning. It allows clients to select songs, build timelines, and organize their event details. While Vibo isn’t a full business system, it excels in collaborating with clients on music and schedules.

Feature Comparison – DJEP vs. Vibo

Why Choose DJ Event Planner (DJEP) Over Vibo?

DJEP is the better all-in-one solution for DJs running a full-service business. It handles everything from contracts and payments to staff scheduling and event tracking. DJs who manage multiple events or need automated business workflows will find DJEP more reliable and efficient.

Key Features of DJEP:

* Full CRM system to track clients, leads, and bookings.
* Automated workflows for scheduling, payments, and reminders.
* Staff management for multi-DJ companies.
* Website integration to embed booking forms and client portals.

Best for: DJs who want a professional business management tool that covers every aspect of running a DJ service.

Why Choose Vibo Over DJ Event Planner (DJEP)?

Vibo is a great option for DJs who want to collaborate with clients on music selection and event schedules. Unlike DJEP, which focuses on business operations, Vibo is client-facing and allows hosts to select songs, build timelines, and organize event details interactively.

Key Features of Vibo:

* Easy client collaboration for song requests and scheduling.
* Mobile-friendly app for planning on the go.
* Integrates with DJ software like Serato and Rekordbox.

Best for: DJs who want an interactive music planning tool that lets clients build playlists and event timelines easily.

Final Verdict: DJEP vs. Vibo

Choose DJEP if you need:

* A complete DJ business management system for bookings, contracts, and staff scheduling.
* Automated workflows to save time on client communication and payments.
* A multi-DJ platform with financial and payroll tracking.

Choose Vibo if you need:

* A client-facing tool for music requests and event planning.
* An interactive way for hosts and guests to collaborate on song selections.
* A mobile-first platform that syncs with DJ software.

If you’re looking for a well-rounded business tool, DJEP is the better option. If you just want to make event music planning easier for clients, Vibo

DJ Event Planner vs. DJ Intelligence (Which One is Better)

DJs looking for event planning software often compare DJ Event Planner (DJEP) and DJ Intelligence. While both platforms help manage bookings and event planning, they have key differences in features, pricing, and ease of use.

Overview of Both Platforms

* DJ Event Planner (DJEP): A full-featured DJ business management system that handles everything from contracts and invoices to automated workflows and staff scheduling. It’s ideal for DJs who want a complete business management tool.

* DJ Intelligence: A cloud-based event management solution designed for DJs, musicians, and event planners. It integrates with popular third-party apps and offers website tools like availability checkers, instant pricing quotes, and client portals.

Feature Comparison (DJEP vs. DJ Intelligence)

Why Choose DJ Event Planner (DJEP)?

DJEP is the better all-in-one solution for DJs who need a complete business management system. It automates everything from bookings and invoices to staff scheduling and workflows.

Key Features of DJEP:

* Full CRM to track leads, clients, and event details.
* Customizable planning forms, contracts, and payment tracking.
* Multi-DJ support with wage tracking and staff scheduling.
* Website integration for client portals and booking tools.

Best for: DJs who want a professional business tool that covers everything from contracts and scheduling to client communication and payments.

Why Choose DJ Intelligence?

DJ Intelligence is a great event planning and booking tool, especially for DJs who rely on website automation and third-party integrations. It helps convert website visitors into clients with availability checkers, instant quotes, and client portals.

Key Features of DJ Intelligence:

* Website tools for online booking, pricing quotes, and availability checking.
* Event planning forms, music request lists, and post-event surveys.
* Seamless integration with Spotify, Virtual DJ, Google Calendar, PayPal, and Stripe.
* Works on any device with a mobile-friendly interface.

Best for: DJs who want a website-powered event management system with integrations and automation tools.

Final Verdict: DJEP vs. DJ Intelligence

Choose DJEP if you need:
* A full-service DJ business management system for bookings, contracts, and scheduling.
* Automated workflows to save time on client communication and payments.
* A multi-DJ platform with financial and payroll tracking.

Choose DJ Intelligence if you need:
* A website-powered event booking and planning system.
* An automated way to handle client inquiries, quotes, and payments.
* Third-party integrations with DJ software and payment processors.

If you need a complete DJ business management tool, DJEP is the better option. If you want a client-facing, website-integrated event planning system, DJ Intelligence is a strong choice.

How to Use DJ Event Planning Software

DJ event planning software helps DJs manage bookings, organize event details, and collaborate with clients. Whether you need a simple music planning tool or a full business management system, using the right combination of software can streamline your workflow and improve client communication.

Here’s an example of how a DJ might plan an event using multiple tools—one for music and scheduling, and another for contracts, invoices, and event management.

Step 1: Planning Music and Event Schedule

For music selection and timeline planning, DJs can use SongBoard, Vibo, or even Google Docs to collaborate with clients.

• SongBoard: A modern DJ event planner designed specifically for DJs. Clients can request songs, build playlists, and suggest event schedules. The DJ can approve or modify the selections, ensuring a smooth performance.
• Vibo: A mobile-first music planning app that allows clients to pick songs, create a timeline, and organize event details interactively. It’s perfect for DJs who want an engaging, client-friendly tool.
• Google Docs: If you want a free alternative, Google Docs lets DJs create a shared document where clients can list must-play songs, do-not-play songs, and event schedules. This is a simple but effective way to stay on the same page.

Step 2: Managing Contracts, Invoices, and Scheduling

Once the music and schedule are set, DJs need a business management tool like DJEP, DJ Intelligence, or HoneyBook for DJs to handle logistics.

• DJ Event Planner (DJEP): A full-service DJ business management system. DJs can send contracts, collect deposits, and set up automated reminders for payments and event details.
• DJ Intelligence: A cloud-based solution that integrates with your website, allowing clients to check availability, generate quotes, sign contracts, and make payments all online.
• HoneyBook for DJs: A business-focused platform that helps DJs send proposals, manage contracts, and automate invoicing. It’s a great option for DJs who want an all-in-one client management solution.

Step 3: Coordinating Event Details (+ Backup Plans)

With the music planned and contracts signed, DJs should keep track of client communication and final details.

• Use DJEP or DJ Intelligence to send automated reminders about remaining balances, final song selections, or event logistics.
• Confirm the event schedule using SongBoard, Vibo, or your chosen planning tool.
• Have a backup plan by storing all important documents (contracts, invoices, playlists) in a cloud-based system.

Conclusion

There’s a lot that goes into planning and managing DJ events, but the right software makes it easier.

Whether you need a full business management system like DJEP or DJ Intelligence, a music planning tool like Vibo, or a simple DIY setup with Google Docs, there’s a solution that fits your workflow.

The key is finding tools that work for you that keep you organized, save time, and make planning seamless for you and your clients.

The perfect tool will be a little different for each business, so go ahead and explore some of the options we suggested here first-hand and give them a test drive!

Thanks for reading!