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Do's and Dont's: Hiring Entertainment for Your Next Corporate Event

We've all been there at one point or another. It's almost time for the annual company party, and they have just put you in charge of entertainment. Frantically, you start calling around looking for the best deal you can find. You talk with a couple people, and none of them sound great, but you book the show anyways because that's your job. Before you know it, the band hasn't arrived yet, the PA system crackles every time somebody tries to speak into it, the ice cream has melted, the . . . . AHHHH!!!!!! Suddenly you wake up from your bad dream and somehow find yourself searching for answers. Well, you're in luck, because here they are.

Plan Out Your Event
Before doing anything else, take a few days and plan out how you would ideally like the evening to go. If you have a definite idea of what kind of entertainment you would be interested in having, then plan the event around that entertainment. Otherwise, go ahead and plan out time for your various events, making a time table that may look like the following:

Company X's Party:

6:00 PM - Doors Open
6:00 - 7:00 PM - Cocktail Hour
7:00 - 7:15 PM - Dinner Seating
7:15 - 7:30 PM - Dinner Served, CEO Speech
7:30 - 8:30 - Dinner Entertainment
8:30 - 9:00 - Closing Speech
9:00 - 11:00 - Dancing, Social Time
11:00 PM - Doors Close

You see, it's still fairly easy to create a time table, even if you haven't decided what kind of entertainment you desire! But that's about as far as I would recommend going. The setup of the room can vary depending on the performer you desire, and the itinerary can change slightly as well. Which brings us to our next subject.

Deciding on a Form of Entertainment
Deciding what type of entertainment will be at your event can sometimes be tough. Talk it over with co-workers, and be sure to run your ideas by a few other people. Unless you really are dead set on a certain type of entertainment, it is always smart to see what other people who will be attending the party would be interested in. Great entertainment for corporate events include jugglers, caricature artists, palm readers, bands, and djs. Magicians also make for great entertainment, as they can perform both on stage during dinner, and throughout the crowd performing during the cocktail hour. Unlike many other forms of entertainment, magicians are not confined to one area, and can be very mobile with their performances. I have personally performed magic for many corporate events, and can personally attest to its power at a function. For more information, feel free to visit the website for Kevin Viner Entertainment. Now that you have decided on the entertainment, it's time to . . .

Book a Performer
Booking a performer is often the hardest part of the process for first-time event planners in a corporation. There are many performers available for hire, and booking the wrong one can spoil the evening for everybody. Some people start off searching through the local yellow pages for a magician. While this can work, many of the nation's top performers have taken their information online. An ad in the yellow pages can only supply a few lines of information. A website, on the other hand, can supply nearly everything you need to know about a performer. Take a little time and go to Google, searching for entertainers in the area of your choice. For example, somebody searching for a magician in the San Diego area might try entering "San Diego Magician," "San Diego corporate magician," "San Diego stage magician," etc. How detailed you search is completely up to you. Look at the performers' websites, and try to get answers to any questions you may have, such as the types of shows they perform and who they have performed for. Look for testimonials from satisfied customers. Also, look for a professional looking web site. Although there are many working pros who have not had their websites professionally designed, the best in the business normally do.

Now it is time to call the performer. Try calling a month or so in advance, although sometimes you can luck out and book a good performer last minute. Price should often be the last thing discussed. Although it is important, price is negligible if the date is not open, the performer and yourself cannot come to agreements on necessary performing conditions, etc. If the price they quote is too high, tell them the budget you were looking to spend on entertainment. If they are not willing to go down, you have to decide if you are willing to pay a little more. Unfortunately, entertainment is not like many other industries, and prices don't go down all that often. I have heard horror stories from clients who have chosen to book with rather cheap magicians and other entertainers. In this business, what you spend is typically what you get. If you are having a very hard time finding good entertainment, there are entertainment agencies that can give you a hand. Just keep in mind that you will typically pay more for entertainment this way, as agencies often tack on fees for booking performers. Kevin Viner Entertainment can also help you book multiple entertainers for shows, and our staff knows the best entertainment, not only throughout San Diego, but through most of the United States.

Closing Details
Congratulations! Most of the hard work is done. Make sure that you receive signed, dated contracts for ALL performers. Most performers will take 50% up front as a non-refundable deposit. Also, make sure that the performer has all your contact information, and vice versa, in case you need to change anything prior to the show. Make sure that you understand any of the performer's demands, and that you call the performer as soon as possible if anything changes.

Booking an entertainer never needs to be a nightmare. Just follow the three phases outlined above (plan the event - book the performer - closing details) and you are sure to give your company the best entertainment possible.