You want to host an incredible event.

A large part of that success will depend on the performers you hire.

When entertainment goes wrong, it is usually due to a lack of clear communication. Performers and event planners often have different views of an event. It is important to align these perspectives and make certain everyone is on the same page.

With those differences in mind, we have created a simple to follow guide that makes hiring performers easier. While every event and performing situation is unique, these steps will help in many situations.

BEFORE YOU HIRE PERFORMERS …

The first step is identifying the type of performers you that would be a match for your event goals. You want to hire acts that will appeal to your audience, fit your venue and match your vision.

Examples of this: you wouldn't hire a juggler if your banquet room has a low ceiling. You may hire a full band instead of a DJ if you are hosting a formal blacktie event.

For more information on types of performers to hire for your event, check out our short video here.

Once you know what type of performers fit your event, develop a list. Search engines can lead you directly to performer web sites. We recommend going to visit a performer's site rather than settling for what listing agencies offer. You can learn a lot about a performer's professionalism by checking their web site.

Think about your entertainment budget as you review possibilities. If you have an entertainment budget of $200, an entertainer with national references for corporate entertainment will not be a fit. Chances are they will be well outside of your budget. The reverse is true too. Don't waste time if the performer's web site doesn't match your vision or needs.

In your initial contact, introduce yourself. Explain your role in hiring performers. Are you the decision maker? The information gatherer or part of a committee?

Provide the date, time and location, along with a description of your event. Tell the performer a bit about your audience. Also include a brief description of what you envision for the entertainment part of your event.

Remember, this should be a brief overview. You will go into greater depth during an:

ENTERTAINMENT CONSULTATION

After (and sometimes during) the initial contact, the performer should consult with you about your event. This will allow you to elaborate on the information above.

Instead of asking the performer questions, communicate your vision of the event. Answer their questions to the best of your ability.

Make certain to tell the performer if other entertainers or speakers will be sharing the stage. If the performer will be on during other activities, (such as dinner*) you will want to share that information as well.

* – We do not advise having entertainment during dinner unless you are hiring background music.

The goal of this consultation isn't to sell you an act. (If it is – be wary.) The goal of an entertainment consultation is to allow the performer to get a feel for your entertainment needs. It will help the performer to understand if his or her act would be right for your vision.

ENTERTAINMENT PROPOSAL

Before you decide which performer to hire, request a proposal. The proposal should cover everything you have discussed so there are no surprises.

Know when the performer would arrive. The services and time provided. What they will require in terms of space and show tech (i.e. – sound, lighting, etc.)

Make sure you read and understand the technical rider. Riders are not meant to be a burden. They include requirements to make your event entertainment successful.

The proposal should also include the performer's fee and information on any travel charges. Know who will pay for flights, ground transportation, lodging and meals. Knowing who will pay for what helps you avoid surprises to your entertainment budget.

You should also check out our post on Things To Consider Before Hiring A Corporate Entertainer.

BOOKING PERFORMERS

Once you have decided on the performer you wish to hire, contact them immediately. Most entertainers do not hold dates without some form of written agreement or deposit. You don't want to decide on a performer only to discover your date is no longer available.

Note: It is always polite to contact the performers you did not hire to explain you have decided to go in a different direction. Offer to keep their materials on file for future possibilities.

Professional performers will usually send a performance agreement or contract. These can consist of a simple form stating all the details to a larger document with clauses and contingencies. Be sure to read over and understand everything before signing. If you have questions, consult your lawyer or request clarification from the performer/agent/management.

All contracts should include a cancellation clause. You are requesting the performer hold a date for your event. This means they must turn away other performance possibilities. If your event cancels, they will require compensation for lost wages. Know the cancellation policy so you understand the ramifications in the event of a problem.

Are you are looking to hire performers for corporate entertainment? Contact our office for a no-obligation corporate entertainment consultation. If Tom is not the right act for your event, he is happy to put you in touch with a performer that works with you to create a successful event.