Never Play the Wrong Setlist at a Wedding Again

TL;DR (first-dance proof)

Keep one live song list for the gig, with the current version, key, and notes per song. Link it in calendars so the right first-dance version opens when you hit the venue.

The pain: the “v4 final” that wasn’t final

A week out you send “Setlist v4 FINAL.pdf.” Two days later the couple adds their university song and you send “v5 really-final.pdf.” Half the band still practices v4. Real bride: “DJ played two incorrect versions… first dance song was wrong version.” Old PDFs in chats mean wrong key, wrong lyrics, and a first dance that ends in refunds.

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) Calendar link opens today’s list on every device; people don’t dig for v5 in chats.

5) If you must print, print from the master the day you leave, not from a forwarded PDF.

How Gixtra keeps you on the right version

• One live list per gig; edits update the calendar link in real time.
  
• Everybody sees the same list; no splintered “v4/v5” PDFs floating around.
  
• If the couple changes back, you update once and the link shows the latest without hunting files.
  
• Role-based visibility hides fees while guests/subs still see songs, notes, and schedule.

Implementation checklist

• Name versions clearly: “2025-12-17 Wedding – Full Band v3 (key of F)”
  
• Pin first-dance, parent dances, and “must-avoid” songs at the top.
  
• Add arrival, soundcheck, and downbeat times on the same gig page.
  
• Test the calendar link on mobile the day before; include offline access note.

FAQ

How does Gixtra keep the setlist current?

One live set per gig; edit once and every musician opens the same version instead of hunting in chats.

Can we handle multiple versions (acoustic vs. party)?

Yes. Store variants and show each lineup its own notes and keys so nobody sees the wrong chart.

What about last-minute client changes?

Edit the setlist or notes in Gixtra; calendar links and the gig page reflect it immediately, reducing on-stage surprises.

Can musicians view offline?

Once opened, details are cached; with calendar sync the gig link is already on the device for low-connectivity venues.

Does this replace printed charts?

Print if you want, but print from the live source. Gixtra keeps the master so every printout matches the current truth.