The PDF function lets you export your event details into a downloadable, printable document. You can include timelines, playlists, questions and answers, and your private DJ notes — all customized to show exactly what you need for the event or to share with your client.

The PDF feature is available on the Vibo web app. To access it, open any event and click the "PDF" tab in the top navigation bar (next to Timeline & Music, People, and Prep mode).

The PDF screen has two areas: configuration options on the left side and a live preview of your PDF on the right side. Changes you make on the left update the preview in real time.

Toggle Event Info on to display your client's name, event date, venue address, and event type at the top of the PDF. This is recommended for most PDFs so anyone reading it has the key details at a glance.

Toggle My Notes (Private) on to include your personal DJ notes in the PDF. These notes are only visible to you in the app and will appear in the PDF only when you enable this toggle. Use this for technical setup reminders, equipment notes, or anything you need during the event. If the PDF is being shared with the client, keep this toggle off.

Vibo offers three PDF layout types. Each one presents your event information in a different way. You can enable one, two, or all three at the same time — they stack in the PDF in this order: Timeline Layout, Section Details Layout, then Playlist Layout.

The Timeline Layout shows a high-level chronological overview of your event sections. It is great for a quick-reference view of the event flow.

When you enable the Timeline Layout, each section appears as a row. You can use the checkboxes to include or exclude Songs, Questions, and Notes for each section individually.

The Timeline Layout has two question display modes:

"Print only answers" — Shows only the answers your client has provided, without the question text. This gives a cleaner, shorter output.

"Print questions & answers" — Shows both the question and the answer together.

Tip: If you want a minimal, single-page PDF, enable only the Timeline Layout with just Notes turned on and Songs and Questions turned off. This gives you a bare-bones event overview — perfect for a quick reference sheet at the DJ booth.

The Section Details Layout provides a detailed, in-depth view of each section. It shows questions, answers, notes, and optionally the full song list for each section. This is the most comprehensive layout and is ideal for event planning documents where you need to see everything in one place.

The Section Details Layout has two question display modes:

"Print only answered" — Only includes questions that the host has already answered. Unanswered questions are hidden. This is the best choice when the planning is complete and you want a clean final document.

"Print all questions" — Includes every question, even if the host has not answered yet. Use this when you want to review what is still outstanding, or when downloading a blank template to send to a new client.

Tip: For formality sections like the First Dance, Cake Cut, Grand Entrance, and Mother-Daughter Dance, keep the Songs checkbox turned on so you can see exactly which songs your client picked for those key moments. For large playlist sections like Cocktail Hour or Open Dancing, consider turning songs off to avoid a bloated PDF — you can include those songs separately in the Playlist Layout instead.

The Playlist Layout shows a clean, dedicated list of songs organized by section. It is the best option when you want to see every song your client has added, especially for sections with many songs (for example, 30 or more songs in a Cocktail Hour section).

Tip: If you want questions and answers in one area and songs in a separate area, enable the Section Details Layout for questions (with songs turned off) and the Playlist Layout for songs. This splits the information cleanly so the PDF is organized and easy to read.

Each section in the PDF can be individually toggled on or off. Use the checkbox next to each section name to include or exclude it from the PDF. A counter at the top of the section list (for example, "7/36") shows how many sections are currently selected out of the total number of sections in the event.

Each section also has its own independent checkboxes for Songs, Questions, and Notes. This means you can show songs for one section but hide them for another — giving you full control over what appears in the PDF.

Some sections may show a "DJ only" tag, meaning only the DJ can see that section's content. Other sections may show a "Host" tag, meaning the host and guests can also see that content. When sharing the PDF with clients, keep in mind which sections are marked DJ only — those contain your private notes and instructions.

Sections marked with a "Headline" tag (such as Ceremony or Cocktail Hour) are top-level groupings in your event timeline. They act as headers that organize the sections below them.

When you are satisfied with the preview, click the "Download PDF" button in the top-right corner of the screen. A download dialog will appear with the following customization options:

Choose between Small, Medium (recommended), or Large. Medium works well for most PDFs. Use Large if the PDF will be printed and read from a distance, or Small if you want to fit more content per page.

Choose between Roboto (default), Times New Roman, or Archivo Narrow. Roboto is a clean, modern font. Times New Roman is a traditional serif font. Archivo Narrow is a condensed font that fits more text per line.

Choose Portrait (default) or Landscape. Portrait is standard for most documents. Landscape can be useful if your sections have long song lists or detailed notes