No party or event is complete without some kind of entertainment. Whether it’s a DJ for dance tunes, acrobats to amaze the audience, or a live band to jam out to, every great event has memorable performances or music. Entertainment for parties is a major part of the planning process and should be approached thoroughly. When preparing for your party or gathering, there are several points to consider when interviewing potential options so that your vision and outcome are aligned.
Consider Who the Audience Is
The people attending your party should give you guidance on what kind of entertainment is best suited. For example, a children’s party entertainer should be geared toward delighting the younger crowd with material for that age group. Even then, a party of elementary children will have a different set of interests than pre-teens and should be taken into account for birthday party entertainment. Age isn’t the only audience criteria to think about – hiring a string quartet to entertain a group of hard rock fans might not go over well. Knowing who will be in the crowd, think of it from their perspective – what would they find entertaining? You could even poll them if the event is far enough in the future – send out an email and ask people for their preferences. You can utilize an online poll or submission form to let people vote or give input on options. This is a fun way to keep your attendees included in the planning, and really make them feel like part of the event.
Determine What You’re Willing to Spend
The cost of entertainment for an event or party can range from a couple hundred dollars to thousands. Knowing what you’re willing to spend from the start is helpful for narrowing your options. Once you set a ceiling, focus only on entertainment options that fall in the range so you aren’t tempted to overspend. You may also want to do preliminary research if you’re not sure where to begin with a budget. For example, if you know you want to hire a DJ, find out what the average cost of that is in your area. It may also vary based on the type of event: the average DJ cost for wedding events is around $1200, while a birthday party may be half that.
What Kind of Space and Equipment Will They Need?
Some entertainers need only a small corner of the room and an instrument. Others may need a large portion of the entertainment space to set up a stage or an array of equipment, especially for someone like a corporate event entertainer. If your party or event is already tight on square footage, that’s going to limit the type of entertainment you can hire. If you have an outdoor event, space may be less of an issue but you’ll need to make sure there’s sufficient electrical hookups and other infrastructure since most entertainment at least involves speakers.
Have a List of Questions Prepared
For every entertainment option you interview or consider, you need to get as much detail as possible before deciding who to hire. It’s best to come up with a list of questions in advance, and ask them of each potential option. Here are some examples:
- What is your payment policy? Does it require a deposit or payment up front? What forms of payment do you accept?
- Are there any fees you would charge in addition to the main payment of service?
- Do you have an insurance policy?
- Do you handle all your setup and takedown?
- What is your availability for the event dates? Are you doing more than one event that day?
- What happens if I have to cancel? What if the event gets rescheduled?
- If your equipment malfunctions, do you have backups?
- Have you worked at the venue before?
- Is there any equipment or materials we have to supply for you?
- Are you working the entire time of the event, or do you take breaks? How are those scheduled and handled?
Check Out Reviews and Ask for Testimonials
While your consultation or discussion may seem perfect, and the entertainer seems to be exactly what you’re looking for – be sure to get some third party input. Those of us who are easily persuaded and swept up in a good sales presentation are liable to end up disappointed if the initial meeting doesn’t match the outcome. Use review platforms such as Yelp, Google, and Thumbtack to hear what others have to say after their experiences. It can help solidify your initial impression, or it can make you think twice about committing. It’s especially important to pick up on themes in the reviews – let’s say there’s a DJ you’ve talked with and have a great feeling about. When you read the reviews, and many of them mention him being late or charging a hidden fee, it brings to light concerns that may otherwise go unknown. Alternatively, there could be nothing but amazing reviews that confirm your first impression, telling you your gut was right and you’ve found the one. The key to having successful entertainment at your event is by thoroughly preparing and not rushing into a decision. Be diligent about your research, stick to your budget, know your audience, and be sure of your selection before signing any agreements. This leads to satisfaction for you and your guests, and an event everyone will remember fondly! If you’re looking for help with planning your event, reach out to us for a free consultation to get your event planning started on the right foot.
