There are a million decisions to make for any event, but none will have as much likelihood on how successful your gathering is as deciding who will entertain it. Choose the right entertainment and people will be talking about the event for months to come; choose the wrong entertainment and people will sit stiffly in their chairs awkwardly and there’s no going back once it starts.
What Do I Need Before I Start Contacting Potential Providers?
The more you know about your needs before you start reaching out to potential providers, the easier it will be to save time for everyone involved. For example, the type of event is more important than most people realize. A corporate networking mixer has different expectations and needs than a wedding reception or significant birthday celebration. The type of venue, anticipated number of guests and atmosphere all impact which type of entertainment makes sense.
In addition, while conversations about budget can be uncomfortable, it’s best to have a ballpark range before anyone gets too far into planning. Entertainment fees are wildly different based upon experienced requirements, equipment needs, and time. Having an established number (even if flexible) helps keep everyone on the same page without any time wasting on an option that cannot be compensated adequately. That being said, the least expensive options are generally not the best. Quality entertainment is an investment in quality memories for quality guests.
Where Can I Find Reliable Options?
Research! Online reviews can help gauge who seems like a good fit but beware of context. A one-off negative review among hundreds of other good reviews could have been an isolated incident; however, repeated patterns, showing up late, missed communication for questions posed, cut short performances, should be red flags.
Also look for video samples and previous work. An established Buffalo entertainment company or another reputable option will have a portfolio or social media presence readily available with testimonials and examples of their work. Look for audio quality, stage presence and audience engagement as those will be indicators of how well your final option can cater to various needs throughout any event.
What Questions Should I Ask After Narrowing It Down?
Assess talent based upon their questions during an initial consultation. How quickly do they respond? Are they involved in asking how best to cater the event or merely running through a checklist of basic questions? That’s a great sign. A good provider wants to know specifics about purpose and audience before making suggestions.
Ask if they’ve performed at other similar events; note that someone who regularly works at corporate functions may not easily translate that ability into a more casual setting—and vice versa. Note how much setup they need (spatial requirements, access to power) and how long they need before guests arrive to be ready to go.
What’s Important To Note In A Contract?
A verbal agreement sounds a lot better, until something goes wrong, and then it sounds terrible. A written contract protects all parties involved so it’s important to put everything in writing clearly marking date, time, length of performance, payment and cancellation/rescheduling options if either party becomes ill or something occurs.
Much of the conversation involves equipment/technical requirements and it’s necessary to document what’s provided by whom in writing (as well as what backup exists if something goes awry). Sound system? Lighting? How do they work together? These discussions may feel overly cautious but it’s better than scrambling for any unforeseen technical difficulties.
What’s Communication Like In This Process?
Professionalism starts from the very beginning of the engagement. What’s response time like? Is there an effort made to see how they can help you? Are there clear conversations about what’s included and what’s additional? If complacency starts now, imagine what it will be like once they’ve cashed a check from you.
In addition, how flexible are they? While most professionals have a system down that works for them and won’t dramatically change for one person’s request (timing, specific songs, need for additional vendor collaboration), reasonable requests should not be met with any friction from someone who’s been doing this work long enough to know better.
What Are Their Plans To Address Problems/What’s Backup?
Learn if they’re seasoned enough to properly address adverse situations that arise during events. Equipment malfunctions, traffic delays, last-minute venue issues, how they respond to those challenges makes them professional or not so much.
Ask what their backup options are, do they have spare equipment? What if someone gets sick? The best professionals have had their fair share of problems thrown their way without being detrimental because they’ve dealt with it before, ask for stories like this as they show extensive investment in helping provide the best quality entertainment despite any collateral problems that might arise.
In Conclusion
If your gut tells you something’s off after three consultations, three quotes, and one is better than the rest despite not lining up technically or financially, trust it. For example, why are past customers providing references boasting of reliability/performance/quality/etc and explaining how the professional delivered for them despite inevitable situations during events? Did they check in with them post-event? Context matters in every situation, and the right person will be the one who helps provide a shifted perspective regardless.
Finding entertainment for any event requires a balance of practical sensibility and creative vision; when both come together successfully, it helps provide the energy and professionalism that enhances the entire experience no matter the context, providing memories for guests long after everything is packed up and they’ve gone home.