For many people, renting entertainment for corporate events can be an extraordinary task. The entertainment you choose must be professional and suitable for all viewers. On the other hand, it’s easy to get caught up in the habit of companies doing “the same thing” from year to year.
How important is keeping your clients and employees available for your organization? Showing appreciation to your clients and staff can increase morale, strengthen business relationships and help grow your company. Having the right entertainment on your show will achieve that!
So how can you get out of the usual entertainment and new and interesting books for your group? Below are some suggestions to make the recruitment process easier for you.
- Plan Your Event
Plan how you want to go that afternoon. If you know the right type of entertainment you have, plan the event around the entertainment. If not, plan time for various activities and make a time schedule. If you haven’t decided on entertainment, make sure to leave the room on your desk for adjustment. Room settings can vary depending on the player you want, and the itinerary can change too.
- Know Your Budget
Know how much you can spend on entertainment before approaching the entertainer to find out about their actions. What you can spend on an entertainer will often determine the level of entertainment you get. Every event has a budget and you must stay in it and meet your needs. However, hiring an entertainer only based on them to be the lowest price can cause disaster. Put everything in a better perspective, you might want to determine your “per-person” costs budgeted for entertainment or activities. The best food and drinks will soon fade for your guests, but high-quality entertainment creates an emotional impact and lasting impression. How happy they are at your event is what creates lasting memories.
- Prepare to Discuss Your Events and Your Budget
Each professional entertainer will ask questions about your event, such as what type of event you have, how many guests you expect, if there is a theme for the event, the general schedule of the event, etc. By doing this, they determine whether their actions are suitable for your group and function. They can even present ideas to improve your event that you haven’t thought about! Ask the entertainer if they offer a special package. Your entertainer may have a package that will make your event special. By discussing your budget with them, you also find out if they are within your price range. If so, you can continue with the process; if not, you save everyone’s time and must call the next entertainer on your list.
- Request Reference and Promotional Materials
If after initial contact with the comforter you feel comfortable with them and both of you agree that there is a possibility that they will be a suitable partner for your group, ask them for reference and promotional material. You will find that most entertainers have a website that will contain most of the promotional material, if not all. If an entertainer cannot give you a reference, DO NOT involve this player.
- Call References and Review Promotional Materials
After calling references and reviewing promotional material, you may have more questions for entertainers. Give them a call and submit your concern and all questions answered.
Make sure that your entertainer is a corporate entertainment specialist who knows the needs and expectations of the company’s environment. A comedian who regularly performs “R” shows in comedy clubs or magicians who usually work at children’s birthday parties might not make a suitable choice for a typical company conference!
- Ask about Guarantees
Want real peace of mind when trying to plan your company event? If an entertainer presents a presentation that is of high quality and has sufficient experience, they must be willing to guarantee their services. Like them what they guarantee!
- Request a Contract
The Comforter must provide you with a contract outlining your agreement along with the date, location of your event and other agreed arrangements. Unless you order a celebrity artist, the agreement may be no more than a few pages long.
The contract must state clearly what you will need for the event, such as the sound system or lighting requirements, and what the entertainer will provide. In some cases, some of this information will come in the form of a Technical Rider sent by contract. The agreement must also include deposits (usually 50% of the total cost) of travel costs, daily expenses, meals and transportation. All of this should have been discussed in the initial telephone call, and there should be no surprises for you in the agreement. Most entertainers will ask for a contract to be signed and returned with a deposit within a certain period of time to send it.
Your entertainer is there to enhance your event. Informing him of any changes to your event will help them deliver the program you want, especially if they are doing material specifically for you. If they do performance tailored to your event, it is important to get the information they need as early as possible.
A professional entertainer will also want to make sure that they are there early to prepare and conduct a sound check before the scheduled show time.
- Promote the Event
Get people excited about the event by promoting the great entertainment you ordered for them! Your entertainers should be able to make it easier for you by providing articles, press releases, or photos that you can use in the event literature to build anticipation. Some entertainers are willing to give “teaser” shows to get people excited to come to your event!
- Sit, Relax, and Enjoy the Show!
Using these simple steps, you must be sure that the entertainer you choose is a professional. You have worked hard to this point, so sit down and enjoy what you have put together!