Event planning is no easy feat. As an event planner, you’re juggling countless details to ensure everything runs smoothly. One crucial part of the planning process is hiring the right entertainment. The entertainment you choose can make or break the overall experience of your event. However, there are common mistakes that many event planners make when booking entertainment, which can lead to disappointments or added stress.
In this blog, we’ll go over the top 10 hiring event entertainment mistakes and how you can avoid them. Let’s dive in and make your entertainment booking process smoother and more successful.
Failing to Understand Your Audience
When you’re in charge of planning an event, it’s easy to get caught up in your personal preferences or trends. However, one of the most critical event planning pitfalls is failing to consider your audience’s preferences. Whether it’s a corporate gathering, wedding, or a community festival, the entertainment you book should cater to your guests’ tastes.
For example, a young audience may prefer a live band or DJ, while an older crowd may enjoy a more relaxed performance, like a jazz band or magician. Before making any decisions, take the time to understand who your audience is and what type of entertainment will resonate best with them.
How to Avoid This Mistake:
- Know the age, interests, and preferences of your guests.
- Consider the type of event and the vibe you want to create.
- When in doubt, ask your client about their guests’ preferences.
Not Setting a Clear Budget
One of the biggest entertainment booking errors event planners make is not setting a clear budget for the entertainment. Without a budget, it’s easy to overspend on entertainment, leaving less room for other event expenses.
If you don’t know how much you’re willing to spend, you may end up wasting time considering entertainers that are outside of your price range. Additionally, a lack of budget planning can result in choosing lower-quality talent just to stay within the limit.
How to Avoid This Mistake:
- Work with your client to set a clear entertainment budget early on.
- Allocate a portion of the budget for entertainment, keeping in mind other expenses like venue, catering, and décor.
- Stick to the budget and be realistic about what you can afford.
Ignoring the Talent’s Reputation
When choosing the right talent, it’s tempting to base your decision solely on what looks good on paper. However, the reputation of the entertainer or company you’re considering is essential to avoid mistakes in hiring event entertainment . A good reputation means you’re more likely to have a smooth experience, while a bad reputation can lead to last-minute cancellations or poor performances.
Research the performer’s previous work, read reviews, and even ask for references. Make sure the talent you choose has experience with the type of event you’re hosting.
How to Avoid This Mistake:
- Read online reviews and testimonials.
- Ask the entertainer for a demo or video of their past performances.
- Check references to verify their professionalism and reliability.
Booking Entertainment Too Late
Waiting until the last minute to secure entertainment is another common mistake event planners make. Popular entertainers book up quickly, especially during peak seasons. Entertainment booking errors can occur when you procrastinate and find that the talent you wanted is already unavailable.
Booking early ensures that you can secure the best entertainers and gives you more flexibility in case you need to make any adjustments.
How to Avoid This Mistake:
- Start looking for entertainment as early as possible—at least six to nine months touring bands and three to six months for local bands before the event.
- Keep a list of preferred entertainers in case your first choice is unavailable.
- Don’t wait until the last minute to secure contracts or final details.
Not Communicating Event Details Clearly
Clear communication is key when it comes to booking entertainment. If the entertainer is not clear on your event details—such as the venue, timing, equipment, and audience expectations—this can lead to misunderstandings and issues on the day of the event.
Make sure you provide all relevant information upfront and double-check with your chosen talent about their requirements and expectations.
How to Avoid This Mistake:
- Provide a detailed event schedule, including set-up times and performance times.
- Clarify any specific requests, such as sound requirements, lighting, or special instructions.
- Keep open lines of communication throughout the process to ensure everything is on track.
Overlooking Technical Requirements
Every type of entertainment has specific technical needs. Whether it’s sound equipment, lighting, or special effects, overlooking these requirements can lead to disaster. If the talent requires a sound system and the venue doesn’t provide it, or if there’s no power source for lighting, you may find yourself scrambling to fix problems at the last minute.
How to Avoid This Mistake:
- Confirm the technical requirements with your entertainer before booking.
- Ensure the venue can accommodate the entertainer’s needs.
- Have a backup plan in case of technical issues on the day of the event.
Failing to Read the Contract Carefully
When you’re busy planning an event, it can be easy to gloss over the details of a contract. However, failing to carefully read the contract and riders before signing it can lead to unexpected costs, schedule conflicts, or cancellation fees. Be sure to thoroughly review every detail, including performance times, hospitality issues, payment terms, and cancellation policies.
How to Avoid This Mistake:
- Always read contracts and riders carefully, paying attention to terms and conditions.
- Look for hidden fees or clauses that might cause problems.
- If in doubt, seek advice from a legal expert or TSE Entertainment advice.
Not Considering the Entertainment’s Flexibility
Events rarely go exactly as planned. If your entertainment isn’t flexible enough to adjust to schedule changes, technical issues, or last-minute requests, it can cause unnecessary stress. Flexibility is essential to ensure the entertainment works smoothly with the flow of the event.
How to Avoid This Mistake:
- Ask entertainers about their flexibility regarding timing, changes, or unexpected issues.
- Choose entertainers who are adaptable and can adjust their performance if needed.
- Always have a plan B in case things don’t go as expected.
Neglecting the Entertainment’s Experience with Your Event Type
Another of the common event planning pitfalls is hiring an entertainer who doesn’t have experience with your specific type of event. For example, booking a wedding DJ for a corporate gala may not produce the desired atmosphere. Talent that is used to one type of event might not know how to adjust to the vibe or format of another.
How to Avoid This Mistake:
- Ensure that the entertainer has experience with the type of event you’re hosting.
- Look for entertainers who specialize in corporate, weddings, or specific event formats.
- Check their previous work to ensure they align with your event’s needs.
Not Having a Clear Contingency Plan
No matter how well you plan, things can go wrong. Having a contingency plan for entertainment can save you from scrambling in case of an emergency. Whether it’s a last-minute cancellation, an equipment malfunction, or a performer getting sick, you need to have a backup plan in place.
How to Avoid This Mistake:
- Have a list of alternative entertainers or acts you can call in case of an emergency.
- Ensure there are backup options for sound or lighting equipment.
- Stay in touch with the entertainer leading up to the event to confirm everything is on track. That’s called advancing the show.
Reach Out Us Today!
When it comes to hiring event entertainment, avoiding hiring event entertainment mistakes can make the difference between a successful event and one that falls flat. By avoiding these common mistakes, you can ensure that your entertainment enhances the experience, keeps your guests engaged, and leaves everyone with lasting memories.
Make sure to understand your audience, stick to your budget, communicate clearly, and always plan for the unexpected. With the right entertainment, your event will be the one everyone talks about for years to come.
If you’re planning an event and need TSE Entertainment advice, feel free to reach out! Contact us today to learn more about how we can help you avoid entertainment booking errors and make your event a smashing success.
