Planning an event can feel like juggling flaming swords, especially when live entertainment is involved. From finding the perfect performer to making sure everything goes off without a hitch, the process can seem daunting even to a seasoned event planner. But with some expert advice and a solid plan, you can book entertainment and event services with confidence and create an event that leaves your guests buzzing. Our party planning tips will help you pull off a memorable celebration that’s stress-free and fun from start to finish.
Choose the right performer for your event type
Finding the right performer for your event can be like solving a puzzle: all the pieces need to fit together seamlessly. Each event has its own unique style and energy, and the performer you choose should align with that vision.
Weddings
Weddings are deeply personal events, and your choice of entertainment can make or break the atmosphere. At the ceremony, you’ll likely want something romantic and heartfelt, like a string quartet or solo musician who can set a beautiful tone for your special moment. For the reception, consider performers who can keep the energy high and get your guests dancing. Musical acts like DJs, wedding bands, and even unique acts like dueling pianos or singing impersonators can add flair to your celebration.
When booking wedding entertainment, don’t forget to consider:
- Setlists: Does the performer offer customizable playlists or setlists that include your favorite songs or genres?
- Special requests: Are they willing to learn new songs or accommodate special requests for key moments like the first dance or bouquet toss?
- Sound equipment: Ensure the performer has the necessary equipment for the event space, whether it’s an intimate ceremony or a large reception hall.
🎻 You might also like: Wedding Entertainment Ideas for Any Budget
Corporate events
Corporate entertainment requires a special level of professionalism. Whether it’s a team-building retreat, product launch, or end-of-year gala, the entertainment should reflect your company’s brand and values. Performers such as corporate comedians, motivational speakers, or corporate magicians can be great fits for these types of events, as they often have experience with professional audiences and know how to deliver their performances in a polished, appropriate manner.
When booking corporate entertainment, keep the following in mind:
- Audience size: Make sure the performer is comfortable with your expected crowd size. Some acts work best with intimate groups, while others thrive on larger stages.
- Brand alignment: Choose a performer who can seamlessly integrate your company’s message or branding into their act.
- Technical requirements: Double-check their tech needs, from microphones to lighting setups, so you’re fully prepared on the day of the event.
🤸 You might also like: 11 Not-Boring Corporate Event Entertainment Ideas
Festivals or large parties
Large events like festivals, fairs, or block parties are all about creating an experience that resonates with attendees. Whether you’re booking cover bands, street performers, or dance troupes, make sure they can command the crowd’s attention and deliver high-energy entertainment.
Key factors to consider for festival performers:
- Stamina: Festivals and large parties often require longer performance times, so ensure the performer is capable of maintaining energy throughout the event.
- Crowd interaction: Performers who can engage with the crowd and adapt to the energy of the event will leave a lasting impression.
- Versatility: If you’re hosting a multi-day event or have different stages, consider booking a performer who can provide variety in their sets to keep things fresh.
🎸 You might also like: The Basics of Planning a Festival
Regardless of the type of event, understanding the nuances of your event and event budget will guide you in choosing the best possible entertainment. When in doubt, ask the performer about their experience with similar events and how they can customize their performance to meet your specific needs.
Get to know the performer before you book
The cornerstone of a successful event is entertainment that fits the vibe and wows the crowd. But hiring a performer you’ve never met can feel like a shot in the dark. How do you know they’re the right fit for your event? That’s where doing your homework comes in handy.
Take the time to thoroughly research the performers you’re considering. GigSalad makes this easy by offering robust performer profiles filled with videos, photos, audio samples, and reviews. Dive deep into this media to see the performer in action. Does their style match your event’s theme? Do they have experience performing at similar events?
Once you’ve narrowed down your options, don’t hesitate to reach out and ask for additional details. Communication is key to ensuring you’re making the best choice. Ask about their previous experience, and if you still need more convincing, request extra media like live performance footage. You should feel completely comfortable with your selection before signing any contracts.
Ultimately, getting to know your performer upfront sets the stage (literally!) for success. The more you know, the smoother the day will be.
Always read reviews – and read between the lines
In today’s world, reviews are gold. They offer an unfiltered look at a performer’s past work and provide insights you might not have considered. While videos and photos can give you an idea of their talent, reviews offer a deeper understanding of their professionalism, communication, and reliability.
When reading reviews, look for specific mentions of how the performer handled key areas like punctuality, setup, and audience engagement. These factors can be just as important as the quality of their performance. After all, even the most talented performers won’t leave a positive impression if they’re difficult to work with.
But reading reviews is more than skimming for five-star ratings. Try to pay attention to the details and read between the lines.
🤝 Punctuality and professionalism: Look for reviews that discuss whether the performer arrived on time, set up efficiently, and dressed appropriately for the event.
📞 Mentions of communication: See if there are reviews that highlight clear, timely communication. Was the performer easy to reach and responsive to questions? Did they provide detailed information when needed?
💪 Handling challenges: Not every event goes perfectly, and sometimes things go wrong. Reviews that describe how a performer handled a difficult situation or last-minute change can provide valuable insights into their professionalism and adaptability.
A performer’s past clients can give you a wealth of information about what it’s really like to work with them. Don’t skip this critical step!
Ask questions and plan ahead
Booking live entertainment for your event is just the first step. Once you’ve found the perfect performer, the next challenge is planning for the logistics of the performance. Getting clear on the details early will help avoid stress on the big day.
Here are some key questions to ask your performer during the booking process:
🔌 Do they need access to power? Many performers, especially those using sound systems or special effects, require electricity. Ensure that your event venue has the necessary outlets and that you have extension cords or power strips on hand if needed.
👗 Will they require a stage or dressing area? For some acts, like bands, magicians, or dancers, a stage is essential for their performance. Make sure your venue can accommodate these needs, or plan to rent a stage if necessary.
☔ Can they perform in any weather? Outdoor events are wonderful but unpredictable. Ask your performer about their willingness to perform in the rain or heat. Make sure you have a contingency plan in place, such as tents or an indoor space, in case of inclement weather.
The more you plan ahead, the less likely you are to encounter stressful situations on the day of your event. Clear communication with your performer about these details will set you both up for success.
Get everything in writing
No matter how perfectly you’ve planned your event, things can always change. The best way to protect yourself and your performer from any misunderstandings is to get everything in writing. This ensures that everyone is on the same page and that there’s a clear record of the agreed-upon terms.
At GigSalad, we make it easy to handle all communication and agreements through our secure messaging system. This way, you have a detailed, real-time record of every conversation, quote, and agreement in one convenient place.
When reviewing your contract, double-check for the following:
💵 Pricing and payment schedule: Make sure that the agreed-upon price is clearly listed and that the payment schedule is understood by both parties. With GigSalad, payment is simple – one secure transaction at the time of booking covers it all.
🕑 Performance time: Verify that the start and end times are accurate and match what was discussed during booking.
✔️ Services provided: Review the specific services the performer will deliver to ensure nothing is left out or misunderstood.
❌ Cancellation policies: Pay attention to the cancellation policy, particularly any non-refundable deposits. These are standard in the industry and help protect the performer’s time and commitment to your event.
Navigating post-booking details
Once the booking is complete, your work isn’t necessarily done. Finalizing some last-minute details and communicating with the performers in the days leading up to the event will help everything run smoothly.
Some post-booking considerations include:
🚙 Arrival time and setup: Confirm the performer’s arrival time and the amount of time they’ll need for setup. This helps you plan the schedule for your event and avoid delays.
🎤 Sound check or rehearsal: If your performer requires a sound check or rehearsal before the event, make sure you’ve scheduled a date and time for it. This is particularly important for larger events where the timing is tight.
🙏 Special requests: If you have any special requests (like dedicating a song to a guest or including a shout-out to your company), now is the time to finalize those details.
Good communication doesn’t stop at booking. By staying in touch with your performer and ensuring all the details are covered, you’ll help set the stage for a successful event.
By following these event planning tips, you’ll be well on your way to crafting an event that’s as seamless as it is unforgettable. Whether it’s a wedding, corporate event, or festival, booking the right entertainment will elevate your party to the next level and leave everyone clamoring for an encore. 👏
Megan is the Director of Customer Experience at GigSalad and has gained 9+ years of insight on what makes a great event on both sides of the booking process. Her favorite things include books, true crime podcasts, coffee, hiking, puns, and making people laugh.