Hey There! This is the continuation (part 3) of several earlier blog entries on how to successfully find and book the very best entertainment for your next, upcoming event. To start reading this series from the beginning, click here. As a professional entertainer, I have dealt with numerous meeting and event planners planning all sorts of cool special events. The advice in this article is intended to make your life (as someone looking to find entertainment) easier. You might even find the whole process fun! Enjoy!
4. The Initial Contact
There are several ways to make contact with your prospective entertainer or speaker. The easiest is to just pick up the phone and call the entertainer’s office. Making contact with your prospective entertainer with a phone call is an excellent way to get to know them. By actually speaking with your prospective entertainer you can learn things that you may not be able to tell through other contact methods. A conversation allows you to hear the person’s voice, including their inflection and level of friendliness, and it allows you to get an impression about how appropriate this person is for your event. A phone conversation also allows your prospective entertainer to ask you specific questions that they need answered in order to quote a fee, check availability, and be sure that they are the right fit for your event.
Another option is to send the entertainer an email. Email is a great way to make first contact with your prospective entertainer. If you choose to make contact through email, try to give as many details about the event as possible. Include your phone number and a window of time when you will be available to talk so that the entertainer can call you back and ask additional questions he or she may have.
An additional way to make contact with your prospective entertainer is to fill out a web form that is on his or her website. A web form will have specific fields such as name, phone number, your address, type of function, venue address, approximate number of guests expected, etc. The web form is often a preferred method of contact over email because it is designed to provide the entertainer with specific information needed in order to quote a fee, check availability, etc.
No matter which method you choose to contact your entertainer, it shouldn’t be difficult to do so. His or her office should be easily accessible and respond within 24 hours to your phone call, email or web form submission. In fact, when I received a letter of recommendation from Bob Mackie at Institutional Wholesale, he specifically mentioned how easy it was to schedule my act. Take a look at what he said…
“We received so many compliments from our employees that this was one of the best parties we’ve had. They absolutely loved your show. We would highly recommend your show to anyone looking for good entertainment. Working with you to schedule your act for our party was easy with no problems.”
So, what should you ask? You will want to know what time your entertainer will arrive and how much space he or she is going to need. Be sure to consider whether sound equipment and/or staging will be needed. If there is something special about your guests that is important for the performer to know -- anything from high achievements to physical impairments -- be sure to mention it as well.
The best speakers and entertainers will find ways to customize their presentations to your group. As you pose questions to your entertainer, also be sure you share as much information about your event and your group as possible. Because every event is unique, the more information you share with your entertainer, the more they can utilize that information in the planning and implementation of your program. For instance, when Lithographics, Inc and I worked together, Cindy Tanley and I planned an entertainment event that occurred in numerous places throughout their facility over the course of an entire day. Here’s what Cindy said about the event…
“I am not sure I can adequately express how much your ‘magic touch’ enhanced our employee appreciation celebration. This was no small feat, requiring multiple shows, two locations, and even making magic happen at midnight.”
Price Shopping? Whether you are planning a private Christmas party for a few guests or a huge banquet dinner, everyone is on some kind of budget. The general rule of thumb is this: Do not go with the lowest price. Going with the lowest price is likely a precursor to disappointment. In the entertainment and speaking fields remember the old adage "you get what you pay for." Ultimately, you will find that the most important thing regarding your entertainment won’t be the price tag. What really matters when searching for the best program for your event is that the program be the right fit. Don’t think of it in terms of dollars and cents as much as you think of it in terms of the best program for your guests. Above all, you have to feel comfortable knowing that the person you have chosen to entertain your guests is a reflection of you. Ultimately, your goal should be to have each and every one of your guests come up to you after the event and share sentiments similar to those of Nelson Griswold, president of Bottom Line Solutions, when he said to me…
“Jason, you had our group stunned one minute and howling with laughter the next. You were the perfect addition to our party. You really made the night special. Thanks so much for making our evening so much fun.”
Wrap Up
Keep your eyes on this blog for next month's entry where we'll discuss performance contracts and deposits. To start at the beginning of this blog series, click here for the first entry. To receive a free copy of my brand new book (where most of this information is coming from), visit my website, fill out the webform, and I'll rush you a copy today! Blessings!
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