But, if you’re planning an entire corporate event, wedding or family gathering from start to finish on short notice, then you may not have everything else lined up. This means you’ll need to create a solid budget for the entire event first. To create an accurate budget for an entire event on short notice, consider recent trends in event budgeting. According to Eventbrite, a recent survey of event creators claim that 32% of their budget goes toward speakers and talent. Having an idea of how your event costs will break down from similar, previous events - you can create an estimate to base your event costs on. From there, just consider event specific necessities, and update as needed for an accurate projection.
1) Company Info (if applicable)
2) Contact Info
3) Venue Location & Address
4) Date & Time
The company information will likely be used in invoicing during the booking process. And of course, the entertainment or talent booking agent will need to be able to reach out to a contact for any questions or details. Once, we had a potential client reach out to us to book our Hula Dancers, Aloha Atlanta. Unfortunately, they failed to provide any contact information since they just posted a comment to our blog. Needless to say, we were never able to reach them for booking.
The entertainment will also need to be provided the venue location and address. You don’t want to risk the entertainment getting lost on their way to your party or event. Over the years, we’ve had clients provide just the venue name, or just the address - which can be a GPS nightmare if there’s a similar address in the area, or if the venue has multiple locations. At Stella Entertainment, we plan for these moments. But, you may be booking entertainment with less event experience. And you don't want to spend your time at the event wondering where the entertainment is. Leave nothing to chance by providing both the venue location & address.
If you’re planning a theme party, you’ll want the atmosphere of your party or event to flow with the theme. And combining the right entertainment with a special occasion, can truly vamp up the atmosphere of the party to create life-long memories for your guests. To book the right entertainment for your needs, you’ll want to consider: 1) the number of guests and 2) type of event you’re hosting. Unlike the trade show, you may not need your entertainment to engage a large audience. In that case, you want to make sure the event entertainment is flexible to scale down for your needs, while still making an impact on your guests. As far as the type of event you’re hosting, be sure to consider your guests’ needs first. Are they uber conservative? Or, are they responsive to out-of-the-box ideas?
And finally, consider your event schedule. If you’re hosting a four hour party, when do you want the entertainment? Of course you can book the event entertainment for the entire party. But if budget is a concern, you may not have that option. In that case, what will make the bigger impact for your guests? Could it be the beginning of the event when the guests arrive? That works great for parties when the event planner knows most of the guests are likely to arrive on time. But if you know most of your guests will arrive later on during the party, it may work better to book the entertainment for the later half of the event hours.
To make sure you don’t have any roadblocks on the day of your event, consult with the venue about any space restrictions so you’ll be able to share them with the entertainment or agency if needed. And be sure to find out if your entertainment has any performance restrictions before booking. If there’s no stage, can they still perform? Does the event space have adequate performance space and sound equipment? These are questions we cover in our post, How to Book Party or Event Entertainment Like a Pro (include link). Remember, these are things you don’t want to find out on the day of your party. Making sure the entertainment can perform in the event space is crucial to having a successful event.
With all the details coordinated, you can move on to finalize the booking. Always be sure to have an agreement in writing to guarantee the entertainment for your party or event. This is even more crucial when you’re planning an event on short notice since you have little time to find & book alternative entertainment if things don’t go as planned. The contract should outline everything the performers will provide along with your agreement to pay your remaining balance on the day of the event. And that’s it!