For many people, hiring entertainment for a corporate event
can be an overwhelming task. The entertainment you select has to be
professional and suited for all audiences. On the other hand, it is easy to get
stuck in the corporate rut of doing "the same old thing" year after
How important is keeping your existing clients and employees
for your organization? Showing appreciation to clients and your staff can boost
morale, strengthen business relationships and help your company grow. Having
the right entertainment at your event will accomplish that!
So how do you break from the ordinary and book entertainment
that is new and engaging for your group? Below are some suggestions to make the
hiring process easier for you.
Plan how would like the evening to go. If you know the exact
type of entertainment you are having, then plan the event around that
entertainment. Otherwise, plan out time for the different events and make a
time-table. If you haven't decided on the entertainment then be sure to leave
some room in your time-table for adjustments. The setup of the room can vary
depending on the performer you desire, and the itinerary can change as well.
Know how much you can spend on entertainment before
approaching entertainers to find out about their acts. What you can spend on an
entertainer will often dictate the level of entertainment you get. Every event
has a budget and you need to stay within it and meet your needs. However,
hiring an entertainer based solely on them being the lowest priced can lead to
disaster. Put things in a better perspective, you may wish to determine your
"per-person" cost budgeted for entertainment or activities. The
finest food and beverages will soon be a fading memory to your guests, but high
quality entertainment creates an emotional impact and lasting impression. How
much fun they had at your event is what creates lasting memories.
Prepared to Discuss Your Event and Your Budget
Any professional entertainer is going to be asking you
questions about your event, such as what type of event you are having, how many
guests you expect, if there is a theme to the event, a general timeline of the
event, etc. By doing this, they are determining if their act is a good match
for your group and function. They may even be able to present ideas to enhance
your event that you hadn't thought of yet! Ask the entertainer if they offer
any special packages. Your entertainer may have a package that will make your
event extra special. By discussing your budget with them, you are also finding
out if they are within your price range. If so you can move on with the
process; if not, you are saving everyone time and should call the next
entertainer on your list.
References and Promotional Material
If after your initial contact with the entertainer you feel
comfortable with them and you both agree that there is a possibility that they
will be a good match for your group, ask them for references and promotional
materials. You will find that most entertainers have websites that will contain
most of the promotional materials, if not all of it. If an entertainer cannot
provide you with references then DO NOT engage this performer.
References and Review the Promotional Material
After calling references and reviewing the promotional
material, you may have more questions for the entertainer. Give them a call and
get your concerns addressed and all questions answered.
Make sure that your entertainer is a corporate entertainment
specialist that knows the needs and expectations of the corporate environment.
A comedian that regularly performs "R" rated shows in comedy clubs or
a magician that typically works at child birthday parties would probably not
make a suitable choices for a typical corporate conference!
About a Guarantee
Want some real peace of mind when trying to plan your
corporate event? If an entertainer presents a quality presentation and has
enough experience, they should be willing to guarantee their services. As them
what they guarantee!
The entertainer should provide you with a contract outlining
your agreement along with the date, location of your event as well as any other
arrangements agreed upon. Unless you are booking a celebrity performer, the
agreement will probably be no more than a couple of pages in length.
The contract should clearly state what you will be required
to provide for the event, such as a sound system or lighting requirements, and
what the entertainer will be providing. In some cases some of this information
will come in the form of a Technical Rider which is sent with the contract. The
agreement should also cover deposits (typically 50% of the total fee) travel
fees, per diem charges, meals and transportation. All of this should have been
discussed in the initial phone call, and there should not be any surprises for
you on the agreement. Most entertainers will require the contract signed and
returned with the deposit within a certain timeframe of sending it.
Your entertainer is there to enhance your event. Keeping him
or her informed of any changes in your event helps them to bring you the show
you would like, especially if they are doing any customized material for you.
If they are doing a customized performance for you event it is essential to get
the needed information to them as early as possible.
A professional entertainer will also want to make sure they
are there early to setup and do sound checks before the scheduled show time.
Get people excited about the event by promoting the great
entertainment you have booked for them! Your entertainer should be able to make
this easy for you by providing you with articles, press releases, or photos
that you can use in your event literature to build anticipation. Some
entertainers are willing to provide "teaser" performances in order to
get people excited to come to your event!
Back, Relax, and Enjoy the Show!
By using these simple steps, you should feel confident that
the entertainer you have chosen is a professional. You've worked hard up until
this point, so sit back and enjoy what you've put together!
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