How to Choose the Best Entertainment for Your Event?

(Last Updated On: June 11, 2022)

How to choose the best entertainment for your event? You’ll be surprised at how much time, money, and effort goes into choosing the cuisine, caterer, colors, centerpiece arrangement, and venue, with the entertainment being a distant second. This article will share some ideas on how to choose the best entertainment for your event. Keep reading.

Here’s the unadulterated truth. THE ENTERTAINMENT YOU CHOOSE HAS THE MOST IMPACT ON THE SUCCESS OF YOUR PARTY, RECEPTION, DINNER, OR EVENT. So proceed with caution. To put it another way, no matter how much money you spend on the cuisine, the location, or the decorations, they will quickly be forgotten.

The entertainment, on the other hand, will be remembered for a long time. If you don’t believe me, think about the last time you heard someone raving about a dinner they enjoyed three weeks ago at an event. As a result, you must select your amusement carefully. Your reputation is on the line.

How to choose the best entertainment for your event

I won’t go into great depth about hiring a band or DJ, but most of what I’ve said here can be applied to them as well. Bands and DJs are typically considered “background” entertainment. While they are significant, they cannot compare to the impact that a professional performer can have on your event.

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In truth, a just “sufficient” band or DJ may still allow everyone to have fun if they play acceptable music that people appreciate at the proper moments. However, a successful performance put on by an “entertainer” might actually keep people laughing and talking about the event WEEKS LATER.

When approaching a performer, one of the first things you should want is a promo or promotional packet, or at the absolute least a brochure. A portrait (or images), a biography, a list of credentials identifying places he or she has played, a list of clients he or she has successfully entertained, evaluations of their actions, and testimonials from prior clients will all be included in a promotional packet.

Examine the information carefully; it is frequent in this industry for acts to cite famous venues where they have allegedly entertained when they have not. If you’re unsure, ask questions. Make sure they’re telling you the truth.

A video or demo reel of the act is the most significant piece. This may be on DVD, but providing you with a link to a website is becoming increasingly typical. This allows the performer to get the material to you faster while also allowing you and others to independently examine it.

Examine the demo reel as if you were a member of the audience. Pay attention to the audience as well as the performance. Is it obvious that they’re having a good time? Would you enjoy yourself if you were there? Be skeptical of footage that was shot without an audience in a studio.

Because your time is precious, a demo reel is frequently reduced in length. This is done to give you a good sense of the presentation in a short amount of time. But at the very least, you should be able to have one decent routine.

I would advise avoiding acts that incorporate “blue” or “risque” stuff. Even though the demo reel audience is laughing, and you think it is humorous, an act with that sort of content is certain to upset someone. As a result, it may reflect negatively on you, your company, or your organization.

Once you’ve decided on a performer or act to hire for your event, you should execute a contract with them as soon as possible. The finest artists schedule their entire year ahead of time. “How soon do you need to know?” I’m sure I’ve heard it a hundred times. For myself and every other in-demand act, the answer is as soon as you know. Frequently, I have had a date open and then that date has been booked when they phone back. Remember, you’re recruiting the finest, and others will be seeking the same thing.

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An entertainer’s fee is variable. It is mostly linked to the performer’s demand. The finest performances, in particular, are in high demand. The greatest performers will, on average, be more expensive, as they should be. Many people have made the mistake of hiring two low-cost, lower-quality acts instead of one high-quality act. Attempting to balance quantity and quality. Two bad acts will never be able to compete with one excellent act. The money you paid on the two less-than-stellar performers was completely squandered.

When you phone a performer, they will frequently inquire about your budget. Simply said, if your budget does not match their price, they may do one of two things: tell you upfront that they are not a suitable fit. They may also be able to provide alternatives. Another alternative is that if you’re in the ballpark, they might be able to adapt their show to fit inside your budget.

However, you should not anticipate significant price fluctuations. Each performer is aware of their worth, and in order to keep a positive reputation in the industry, they must price consistently. It is just lousy business practice to charge you less for your event than they charged their previous group.

Once you’ve signed a contract with the performer, make sure they provide you a list of what they’ll need for a good show, which is usually in the form of a tech rider. It will be a list of items that they will require in order for their show to operate properly. This will include items such as a dressing room, stage size needs, microphone or sound requirements, and the amount of time they will need to set up for the concert, among other things.

Obtaining this list of needs ahead of time will prevent any last-minute shocks, such as “not realizing the performance required a CD player” or “the audience should not have been seated at the performer’s sides.” The tech rider explains what is required for the program to work successfully. If you are unable to satisfy any of these standards, please notify the performer as soon as possible. They may be able to just tweak the show to allow for the changes, thus it may not be a deal-breaker.

Once you’ve satisfied the tech sheet’s standards, you can relax and trust that the show will go down without a hitch.

Here are three checklists to help you along the way.

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CHECKLIST:

Before approaching a performer, evaluate the following considerations:

  • The event’s location
  • The number of individuals that will be attending the event.
  • There is an available performance area (dance floor, stage, etc.)
  • Sound system and lighting are also available.
  • Other forms of entertainment
  • Time for the performance to begin
  • Other pursuits (e.g. award presentations or speeches)

Things to look into:

  • Experience in the industry for a certain number of years
  • Awards and recognitions, for example, are examples of professional credentials.
  • Availability

Request:

  • Demo film from a promotional bundle
  • Previous clients’ testimonials

Following the Selection:

  • Send instructions about the event to the performers.
  • With the returned contract, including details on the performer’s program and event.
  • Request a copy of the “Performance Requirements” or the “Technical Rider.” Ensure that individuals in charge of the show’s technical components receive a copy (lighting and sound people, hotel AV department, etc.)
  • To go through last-minute details, call a week or two before the event. If the entertainer is aware of these, it may have an impact on how they approach the event, such as the addition of an “awards presentation,” a “speaking by the business President,” and so on.

I hope this article on how to choose the best entertainment for your event was worth reading.

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