Planning a successful high-stakes event calls for an investment of time, money, and logistical coordination. The last thing you want is for your entertainment to cancel at the last minute (or not show up at all).
So how do you ensure that you have hired a reliable entertainer who will actually be there to deliver a memorable performance? Here’s how to protect yourself and your event.
Do research and read reviews
Make sure you check out the performer’s online presence. A professional will have established marketing materials like a website, social media profiles, and videos. These assets are a strong indication that the performer takes their career seriously. They also give you more opportunity to gauge the performer’s personality and vibe.
Search platforms like Google, Yelp, and other specialized entertainment booking sites to see what your entertainer’s past clients have said. You want to see consistent praise for reliability, punctuality, and professionalism. If more than one or two reviews reveal last-minute cancellations or no-shows, treat it as a red flag.
Don’t hesitate to ask for references from past clients. If you want to feel better about your booking decision, speak directly with someone who previously hired this person. You’ll gain instant insight into your performer’s reliability.
Consider how they communicate
An entertainer’s communication style is highly indicative of their professionalism and reliability. Look for prompt communication. Reliable performers will respond to their inquiries quickly and thoroughly. If they take many days to get back to you or give unclear answers to your questions, it can signal a lack of commitment.
You should also look for a willingness to discuss details. A true pro will be open to discussing every aspect of the event with you, including arrival times, setup needs, and the overall flow of the agenda.
Sign a contract
A professional entertainer should offer a detailed contract that outlines all the terms of working with them. That document ensures both parties are clear on each other’s expectations and obligations, so make sure you’ve read it and understand it.
The contract should cover the specifics of your event. We’re talking date, time, and location, as well as the duration of the performance and any equipment or setup requirements. The more thorough it is, the better.
Pay a deposit. This is a standard practice that not only shows your commitment to bringing the performer there, but appropriately incentivizes the entertainer to keep the date. Your contract may go into particulars on the deposit amount, payment schedule, and refund policies.
Know what happens in event of cancellation. The contract should clearly outline what happens in case plans change on either side. Cancellation clauses define how refunds and penalties work, so make sure you’re familiar with them.
Follow up and confirm
Even after you’ve booked and paid your entertainer, don’t leave things to chance! It’s good form to follow up and confirm details as the event date approaches.
Be in touch a few weeks before the event to confirm all the details. This is a good opportunity to address any last-minute changes or questions. A professional entertainer will appreciate the check-in and respond positively to it.
Send a quick confirmation message on the day of the event to ensure everything is still on track. This can be as simple as a text message or a short call, but it will give you peace of mind that everyone is prepared and ready to go.
Have a backup plan
Have a list of alternative entertainers who could step in if your original booking falls through. This is particularly important for events like weddings or corporate functions where entertainment is a key part of the experience.
Make sure your venue is aware of your entertainment plans and any contingencies. They may be able to offer suggestions, or even connect you with their own set of reliable entertainment.
No one wants to think about things going wrong, but you should be ready in case the unexpected happens.
In conclusion
Do thorough research, communicate clearly, and sign contractual agreements. These steps minimize the risk of cancellations and no-shows, leaving you free to enjoy your event.
And if you’re looking for an entertainer who can combine professionalism with show-stopping talent, consider hiring a magician. Your guests will be amazed, and your event will be remembered for all the right reasons.