Eventful Ideas

Entertainment - Working with Speakers and Entertainers

Good entertainment is remembered long after the event is over because of the strong feelings and emotions invoked by engaging the senses. The more feelings, emotions, memories and senses that you can affect, the more successful your event will be.

The greatest act in the world, however, won’t win applause from guests or clients if it isn’t chosen wisely, staged beautifully and produced with a focus on venue, audience and corporate message. Almost anyone can hire an act, but creating an experience from the moment the guests arrive until they leave
is the ultimate goal.

Know your audience demographics before you book any entertainment so you can match the entertainment to what
is most suitable to your audience.

There is no doubt that there are advantages to having big name celebrities at events. They certainly attract media attention,
can drive ticket sales, help secure sponsors, lend additional credibility and, in general, add an extra element of excitement,
glitz and glamour to any occasion. They also can be demanding and difficult to work with.

That’s because successfully contacting, negotiating and working with celebrities requires critical research and specialized rules of protocol and etiquette. (It also helps to have a degree in psychology.)
If at all possible, use the services of an entertainment agency or production company well versed in the needs and idiosyncrasies of the type of event you are planning. They can make your life a lot easier by offering a greater selection of talent, completing the negotiating and contracting for you, and being there to ensure that nothing goes wrong.

If, however, you choose to ‘go it alone’, here are some questions and tips to keep in mind when recruiting entertainers for your special event.

Questions to ask the entertainer / agent:
How many years of experience do you have?
Can you provide references?
Have you performed at the venue before?
Do you provide your own lighting / sound equipment and technician?
What are your electrical requirements?
Who will be the contact person at the event and how can I reach them?
What does your fee include? (are travel, meals, accommodations, on-site refreshments a part of this fee or an additional cost)
How many breaks will you be taking and when?
What is the timeframe for set-up, sound check / rehearsal?
Will you require space for equipment storage, assistance with loading/unloading?
What are the terms of the contract around fee payment? (ie: deposit, final settlement, cancellation fee, etc.)

Questions to ask yourself:

Put yourself in the entertainer’s shoes and ask, “What’s in it for me? Why should I do this?”
We all would like to think that entertainers get involved with cause-related events because they really care about the cause. While this can be a contributing reason, the truth is that most are motivated by other factors. If you have money, it’s a great motivator. But when budgets are slim to none, great perks and gifts can go far in getting a celebrity to say “yes.”
Have I prepared a list of absolutely everything the entertainer might want to know from arrival to departure so that I am able to respond to anyquestions that they may have?
Have I made adequate arrangements to host the entertainer on-site by providing a comfortable changing area (or ‘green room’) that is quiet and clean?

Can I ensure that I don’t make any promises I can’t keep, and can I keep all of the promises I make?
The entertainment business is so much about relationships. The quickest way to ruin a relationship with an entertainer or his or her representative is to not come through with something that was promised.

By ensuring that every detail surrounding the entertainment is discussed and documented, you will help to ensure a totally seamless performance that compliments and enhances your event to the delight of all your guests.