How to Hire Event Entertainment
If you’ve never planned a private event before, the process of hiring an entertainer can feel a bit overwhelming. How much should things cost? What kind of entertainer should you book? How do you know if they're good? These are all important questions to consider. Whether you’re planning an adult’s birthday party, a wedding, a corporate gathering, or some other special occasion, this guide will help you find the perfect entertainment for your event.
Step 1: Plan the Entertainment Before You Plan Anything Else
This may seem counterintuitive, but it makes sense. The entertainment is almost certainly going to be the “main event” in the minds of your guests, so it makes no sense to plan it as an add-on or afterthought. You should start your event plan by first deciding who (or what) the entertainment will be. There are few good reasons for this:
1. The planning for your entire event will take shape naturally once you have planned the entertainment. For example, if you know that the entertainer needs a certain kind of sound system, or certain seating configuration, this will have implications for the DJ you hire, the venue you choose, the instructions you give to the catering service, etc. If the entertainment is the “main event” that your guests will look forward to, then the entertainment should also be the first priority in planning.
Planning the entertainment last will lead to less than optimal results. For example, most solo performers do their best work when the audience is facing them — but what if you have already configured the room into round banquet tables? Now you’ll either have to rearrange everything you’ve previously planned, or your entertainer will face an uphill battle just to get your audience’s attention when half of the room has their backs turned to he/r.
2. Good entertainment is hard to find at the last minute. For example, good corporate event entertainment is much harder to find than event spaces for corporate events or good catering, especially on a budget. This is especially true on Saturdays and during the holiday season. You need all of the lead time you can get in order to find good entertainment for your event, because the best entertainers are often booked months in advance.
3. Your guests will remember the entertainment (for better or for worse) long after they have forgotten every other detail about your event. Think about a great live show or movie you saw years ago. Do you remember what you had for dinner that night? Do you remember much about the theater? Exactly.
4. If you want your entertainer to incorporate a theme or brand message into their performance, you will need more lead time.
Step 2: Identify What Type of Entertainer You Need
The first step in hiring an entertainer is deciding what kind of performance would best fit your event. Some options include:
- Magicians: Great for interactive, mind-blowing moments with a visual component. Do not make the mistake of assuming that magic is only for kids. Many magicians perform exclusively for adults.
- Mentalists: A mentalist is essentially a magician who specializes in “mind tricks.” They read minds, predict the future, and use subtle psychology to impact people’s decisions in surprising ways. Almost all mentalists perform exclusively for adults.
• Most magicians and mentalists can perform both “on stage” and as mingling entertainment.
• Many magicians and mentalists are also very funny, so they can fill the role of comedians as well. It’s like hiring two entertainers for the price of one!
• Magicians and mentalists are also an excellent choice for interactive team-building activities for executives.
• Magicians and mentalists offer a very high return on investment. They usually cost much less than most other entertainment options, but are quite memorable.
- Tarot Readers: Good tarot readers can offer a lot of fascination and intimacy to an event, but it is important to keep in mind the no tarot reader can see more than about five sitters in an hour – and that’s assuming that things are quite rushed. For this reason, it is best to reserve tarot readers for intimate sittings with a few VIP’s.
- Musicians/Bands: Ideal for setting a mood or getting people dancing. A good live band can bring amazing energy and authenticity to your event, but good live musicians can also be one of your more expensive options. If you choose the right band, it’s absolutely worth it.
- Comedians: Perfect if you want to keep things light and fun. Some of the best comedians are edgy and use strong language, so you should assess your audience carefully and look for a good match.
- DJs: Do you have a playlist and a some speakers? Ask yourself what the DJ you are going to hire can do for you that you cannot do for yourself. Some DJ’s are very dynamic and know how to “bring the party.” Others are quite passive, and some are just plain annoying. If you decide to hire a DJ, remember that you’re essentially hiring a performer. Anyone can push “play.”
- Circus/Variety Performers: If you're aiming for something unique and visually exciting, you can hire a fire dancer, aerialist, juggler, or similar artist. These kinds of performers are just as often used as “atmosphere” as for the main event.
- Entertainers for Kids: Clowns, balloon artists, kid’s magicians, or face painters for children’s parties.
When choosing the type of entertainer, think about the atmosphere you want to create. If you’re not sure, ask yourself:
• Do I want something interactive?
• Am I looking to wow my guests with a main event, or do I just want to create a pleasant backdrop?
• Do I want the entertainer to customize anything for my event, my brand, etc.?
• What kind of technical requirements will this entertainer have that I will be responsible for?
Step 2: Research and Compare Performers
Here are some ways to find performers:
- Word of Mouth: Ask friends, family, or event planners if they’ve worked with any great entertainers.
- Online Reviews: Sites like GigSalad and Bark list reviews of entertainers.
– Google: Use a search term like “mentalist near me,” or “magician near me.” Keep in mind that some of the best results for you might not be on the first search page.
- Social Media/YouTube: Many performers showcase their work online. Watching videos will give you a sense of their style and skill level.
When reviewing entertainers, pay special attention to cell phone shots and other amateur footage of performers in action. These are probably the most authentic and “true to life” examples you will see of their performances.
Step 3: Make the Fairest Offer You Can Afford
For the best result possible, don’t decide upon your budget and then look for entertainers who you think are within that budget. Instead, search for the entertainer you really want, and then make that entertainer the best and most sincere offer you can. Make sure you tell the entertainer that you really want them specifically, and tell them why. In this business, there is often a discount for sincerity and flattery!
Entertainment can vary widely in cost, depending on the type of performance, the entertainer’s experience, the event location, how busy the entertainer is, and how much the entertainer wants to do the gig. Here's a rough guide to help you:
- Local performers or new talent: $300–$1,000
- Experienced entertainers: $1,000–$5,000
- High-demand, specialized acts: $5,000–$20,000 or more
Entertainers with a strong reputation will likely charge more but may bring a higher quality of performance and professionalism.
Dont’t be afraid to make a “low ball” offer to a great entertainer if it sincerely the best you can afford. If you are sincere, it will probably show, and you might be surprised. The best policy is to find the entertainer you really want, and then make that entertainer an offer that is truly at the top of your budget.
Step 4: Book and Confirm
Once you’ve made your decision, finalize the booking. Be sure to:
- Get a Contract: This should detail the date, time, location, fees, and any special requirements.
- Confirm All Details: Double-check everything a week or two before the event to avoid last-minute surprises.
- Provide Event Information: Ensure the entertainer knows the schedule, audience type, and any specifics about the venue or equipment they need.
Step 5: Plan the Rest of Your Event
Once the entertainer is booked, you can focus on the rest of your event, and here’s the best part: The entertainer you just hired is now your personal consultant! S/he has just as much invested in a good result as you do, so if you have any questions about seating arrangements, catering schedules, or any other detail of your event that might affect the entertainment, your new partner will almost certainly be more than happy to help you figure it out.
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By following these steps, you'll be able to navigate the process confidently, even if it's your first time. Just remember that entertainment is an investment in your event's success, and choosing the right performer can turn a good event into a spectacular one.