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Stop First-Dance Disasters: Keep the Right Song and Version on Gig Day
Agree on the first-dance song, version and key, adapt the gig setlist, and check downloaded or printed copies before leaving.
TL;DR (first-dance proof)
Keep the agreed first-dance song, version and key with the setlist for that gig. Check the saved list before leaving and update any downloaded PDFs or printouts.
The pain: the “v4 final” that wasn’t final
For example: you send the setlist a week before the wedding, then the couple changes their first-dance request two days later. Somebody may still be rehearsing from the old file. A clearly named replacement file helps, but you also need to confirm the song and version and check who has seen the change.
Playbook: one living song list, no surprises
1) One master song list per gig; versions are by lineup (Full Band, Acoustic Trio, DJ Hybrid), not by “final.pdf.”
2) Key, arrangement, “clean/explicit” live with each song—no extra files to go stale.
3) Attach the list to the gig so address, schedule, dress code, and tech sit together.
4) Open the gig through the calendar link and check its saved setlist.
5) If you must print, print from the master the day you leave, not from a forwarded PDF.
Preparing the gig's setlist in Gixtra
Attach a saved setlist to the gig, then edit the independent gig copy. Keys, running order and song notes can be adapted for that performance without changing the template or other shows. A request for Saturday's wedding therefore does not overwrite next weekend's prepared list.
Save changes to the gig setlist explicitly. Musicians with access can then open the current list on the gig and download its PDF. Previously downloaded or printed copies do not update themselves.
Check before leaving
- Are the first-dance song, version and key agreed?
- Are special arrangements and songs to avoid clearly noted?
- Is the adapted setlist saved on the correct gig?
- Can everyone involved access the material they need?
- Are printouts and locally saved PDFs up to date?
Setlist questions
Can I reuse a template for several shows?
Yes. Each gig gets an independent copy. Later changes to the template do not automatically change lists already prepared for gigs.
What about a last-minute change?
Edit and save that gig's list. Tell the affected musicians exactly what changed, particularly if they already use a printout or downloaded PDF.
How should we prepare for poor reception?
Download the current PDF before leaving and check that it opens without a connection. A calendar link alone is not an offline copy of the setlist.
Can I print the list for the stage?
Yes. Choose the font size, orientation and columns you need in the PDF settings. Check readability from the distance at which you will use it while playing.
Keep the lineup and gig details together
Gixtra shows who is playing, what is still open, and which details apply to the gig.