Intro: The Busy Event Planner’s Best Friend
Booking live entertainment can feel overwhelming—but it doesn’t have to be. Whether you’re new to planning events or a seasoned pro juggling a dozen moving parts, a clear checklist can make the process simple, fast, and foolproof.
Here’s your go-to list for booking entertainment that’s on-brand, on-budget, and unforgettable.
✅ Define Your Event’s Purpose
What’s the event for? Celebration? Recognition? Learning? Networking? This will influence whether you need a headliner, a background act, or someone to tie the event together.
✅ Understand Your Audience
Tailor the entertainment to the group:
- Professionals? Keep it clean, clever, and interactive.
- Families? Choose something age-appropriate and upbeat.
- Culturally diverse? Be mindful of references and humor.
✅ Set a Budget Range
Decide what you can invest in entertainment. Remember to include:
- Performance fee
- Travel and accommodations (if needed)
- AV requirements (mics, lights, etc.)
- Rider requests (simple needs like bottled water or stage layout)
✅ Research Talent and Watch Full-Length Videos
Don’t just go by the sizzle reel. Watch uncut footage to see how the act plays in the room. Pay attention to pacing, engagement, and transitions.
✅ Ask About Customization
Great entertainers adapt to your brand, message, and audience. Ask:
- Can you work our theme/product into the show?
- Can you reference our company or industry?
- Will you tailor jokes or routines?
✅ Confirm Technical Requirements
What’s needed for the show to run smoothly? Check:
- Microphones (handheld, headset, backup)
- Lighting (general wash or spotlight?)
- Screens or projectors
- Load-in/setup time
✅ Get a Contract
Make sure expectations are clear on both sides:
- Performance time and length
- Fee and deposit terms
- Cancellation/reschedule policy
- Travel/hotel logistics (if needed)
✅ Promote the Entertainment
Build buzz before the event. Include the performer in:
- Email invitations
- Event website
- Printed programs
- Social media posts
✅ Brief the Performer
Great shows are collaborative. Share:
- Who the audience is
- What the event schedule looks like
- Any sensitive topics to avoid
- Company values or slogans
✅ Be Present for Load-In and Sound Check
Ensure someone is available to help the entertainer get situated. This builds rapport and prevents last-minute surprises.
Conclusion: Confidence Comes from Preparation
Follow this checklist, and you’ll have every base covered. Booking live entertainment becomes a breeze—and you’ll look like a planning pro.
Want to skip the guesswork and hire a performer who checks all the boxes? Let’s connect about your event.