From weddings to corporate events to private parties or any other event that needs to make an impact, making the right choice of entertainment will help your guests have a positive, unforgettable experience.
Here’s a guide to help you navigate the timing as smoothly as possible.
Weddings: 9 to 12 months in advance
Weddings are a major life event, and the best entertainers — whether it’s a band, DJ, magician, or something else entirely — are often booked solid through wedding season. Start looking to secure your entertainment at least 9 to 12 months before your wedding date.
This timeframe will let you:
- Research and compare: You’ll have ample time to explore different options, watch testimonial videos, and read reviews.
- Meet the performers: Many entertainers will meet with couples to discuss their specific preferences for the big day. Booking early gives you the chance to have these conversations to ensure a strong fit.
- Confirm the date: Popular wedding dates (weekends in summer and early fall) get snapped up pretty quickly. Booking well in advance guarantees your chosen entertainer is available at the right time.
Corporate events: 6 to 9 months in advance
Timing can be everything for a corporate event, especially if that event is a large conference, gala, or holiday party. You should be booking your entertainment 6 to 9 months ahead of this category of event.
This timeline allows for:
- Customization: Many entertainers will offer performances that are tailored to align with your company’s brand or event theme. Early booking gives these professionals enough time to create something truly unique and memorable for your guests.
- Coordination: If your event requires multiple vendors to collaborate on something (like an audiovisual team learning the light and sound cues for stage act), booking entertainment early makes it easy to keep everyone on the same page.
Smaller parties and private events: 3 to 6 months in advance
An entertainer can lend a lot of positive energy to milestone birthdays, anniversary parties, or any smaller, more intimate gathering. You can often book your entertainment three to six months in advance for these — it’s a shorter timeframe than for other events, but it’s still important to plan ahead (especially if you’re interested in a specific entertainer).
Here’s why:
- Availability: Even for smaller events, professional entertainers can be booked out months in advance. Get in touch early to close the deal.
- Personalization: Advance booking allows for enhanced customization of the performance. The entertainment can more readily match the vibe and theme of your party.
- Peace of mind: Once your entertainment is secured, you can focus on other executing other details.
Holiday events: 12 months or more in advance
Major holidays like Christmas and New Year’s Eve will require even more lead time. The best entertainers will be booked for these dates a year or more ahead of time. If you’re planning a party connected to a major holiday, you should start your search as early as possible.
Here are some key considerations:
- High demand: Holidays are prime time for events, so entertainers are in high demand. If you want to book top talent, you have to do it early.
- Premium pricing: Booking on a last-minute “rush” basis for holiday events will often mean paying a premium. Confirm your entertainment in advance to avoid this.
Special considerations
- Unique acts or high-profile entertainers: If you’re interested in a particularly unique act or high-profile entertainer, you should be booking them even further in advance. 18 months ahead of time can be appropriate.
- Off-peak events: If your event falls during an off-peak time (like a midweek date in the off-season), you will often have more flexibility and may be able to book closer to the event date.
In conclusion
The general rule of thumb for successful entertainment booking is “the sooner, the better.” By securing your entertainment well in advance, you simultaneously increase your chances of booking your preferred performer while reducing the stress and uncertainty that comes with last-minute arrangements.
If you’re planning an event of any sort and want to create an unforgettable experience for your guests, consider booking a professional magician. A skilled magician will engage and amaze your audience. Whether it’s close-up magic during cocktail hour or a full-stage show, the right magician will elevate your event and leave a lasting impression on your guests.
So, don’t wait — start your search early and lock in the perfect entertainment to make your event shine!