Book the Best Entertainment for Your Venue: A Beginner’s Guide

In today’s difficult financial times, your venue must stand out from the rest. Just opening the door is not enough these days. If you book the best entertainment in town, you will become the number one, go-to, destination venue.

Your venue may be hosting a wedding, corporate function, or birthday party. The right entertainment is an essential component to set the tone for the entire event. But how do you book the best entertainment for your venue? In this beginner’s guide, we’ll walk you through the process step-by-step.

Introduction – How to Book the Best Entertainment for Your Venue. Performers for hire in London, Brighton and The South East 

Booking entertainment for your event can be a daunting task, especially if you’re new to the process. However, with a little bit of preparation and research, you can book the best entertainment for your venue. In this guide, we’ll cover everything you need to know to book the best entertainment for your event, including how to determine your needs, budget, research options, and more.

Determine Your Entertainment Needs

The first step in booking entertainment for your venue is to determine your needs. Firstly, consider the type of event you’re hosting, the venue’s size and layout, and the preferences of your guests. Secondly, canvas your regulars to see what they would love to see at your venue. Will you need music, dancing, comedy, circus acts or something else entirely? Do you want to be the first in your area to present new cutting-edge entertainment like immersive shows? Do you want to provide dinner shows to encourage more spending per head and introduce customers to your new menu? The answers to these questions will help you narrow down your options and find the perfect entertainment for your event.

Determine Your Budget

Once you know what kind of entertainment you’re looking for, it’s time to determine your budget. Most importantly, how much are you willing to spend on entertainment? If you are creating your own in-house event, work backwards by establishing what potential customers in your area would be willing to spend on a ticket. Cost out a ticket price based on your capacity. A carefully priced dinner ticket which includes a set meal and perhaps a welcome drink can often be seen as great value for money by patrons.

Keep in mind that different types of entertainment will come with different price points. Live bands with a few members and well-known performers will of course, typically cost more than a solo musician. Be sure to factor in any additional costs, such as extra security, staffing or equipment.

Research and Book the Best Entertainment for Your Venue

With your needs and budget in mind, it’s time to start researching entertainment options. Analysing the venue’s physical space and limitations is very important. It’s no good booking a fire act if your insurance won’t allow it. Some acts require a lot more ceiling height than others, for instance. At Electric Cabaret Company we are happy to jump on a zoom call with you for a virtual walk around your venue. We can suggest all kinds of entertainment that you may not have even thought of.

Look for performers who have experience in your type of event with excellent testimonials from previous clients. Consider various options to compare prices and services. Always ask to see videos of the performance.

Contact and Confirm Availability

Once you’ve found a few entertainment options that meet your needs and budget, it’s time to contact them and confirm their availability for your event date. Be sure to provide all the details about your event, including the date, time, and location. Ask for a quote and any additional information about their services, such as equipment needs, changing area requirements, and soundcheck times.

Negotiate and Sign Contracts

If you’ve found a performer you like and who is available for your event, it’s time to negotiate and sign a contract. Be sure to read the contract carefully and ask any questions you may have. Negotiate any terms that don’t meet your needs or budget. Ensure that your venue has the correct insurance in place and that the entertainers have the relevant public liability insurance. Once you’ve agreed on all the terms, sign the contract, and provide any necessary deposits or payments. At Electric Cabaret Company we always book the best entertainment for your venue for the maximum impact possible for your budget. If you look good, we look good!

Confirm Details and Logistics

As the event date approaches, it’s important to confirm all the details and logistics with your entertainment. Make sure they have all the necessary equipment and information about your event, such as the timeline and dress code. Discuss any last-minute changes or special requests you may have.

Communicate with Entertainment

Communication is key when booking and working with entertainment. Be sure to keep in touch with your performer leading up to the event to ensure everything runs smoothly. If any issues or concerns arise, address them as soon as possible to avoid any last-minute problems.

Prepare for the Event

It’s no good booking the best entertainment for your venue if no one knows about it. Print all your marketing materials like affordable flyers and posters in good time. Issue a press release to your local press including radio. Contact your regulars on your email or SMS list. Push your event on social media with regular updates leading up to the date. At Electric Cabaret Company we can supply artwork templates for you to save you time and money.

As the event approaches, it’s important to prepare for the entertainment’s arrival. Make sure you have a designated space for them to change, set up and perform. Arrange soundcheck times. Check that all the necessary equipment and amenities are available, such as power outlets, lighting, and sound systems. Make sure you have designated someone to greet and direct the performers upon their arrival. Book in any extra security staff, cloakroom staff and extra bar staff for the numbers attending. Consider booking a videographer so you have footage to promote your next event

Troubleshoot Potential Issues

Even with careful planning and preparation, issues can still arise on the day of the event. It’s important to have a plan in place for potential issues, such as equipment malfunctions or last-minute changes to the schedule. Make sure you have a point of contact for the entertainment in case any issues arise. To make your life easy, the Electric Cabaret Company can completely stage-manage your entertainment or show from start to finish.

Evaluating the Performance and Feedback

After the event, you should gather feedback from the audience, staff, and performers. You can then analyse the success of the performance. Moreover, you can address any issues and include even more of the most popular elements for future entertainment.

Conclusion – How to Book the Best Entertainment for Your Venue

The importance of booking the best entertainment to elevate your venue above the rest, attract new customers and encourage customer loyalty cannot be underestimated.

Most importantly, by following the steps outlined in this beginner’s guide, you can book the best entertainment for your venue. Remember to determine your needs and budget, research your options, confirm availability, negotiate and sign contracts, communicate well, prepare for the event, and troubleshoot potential issues. With a little bit of planning and preparation, your event is sure to be a success.

At The Electric Cabaret Company, we can stage-manage every element of your entertainment for you and cover all eventualities. Our entertainment agency covers London, Brighton and the South East. Contact us for a free consultation. 

FAQs

• What are some common mistakes to avoid when booking entertainment for a venue?

  Not advertising well or far enough in advance. Not checking if the entertainment has enough space to perform. Booking low-quality or unreliable performers. Not signing a contract for the deposit.

• How far in advance should I book entertainment for my venue?

  Working far ahead will secure you the best prices and give you your pick of performers for hire. If you can plan nine months to a year ahead, you will reap the rewards.

• How do I determine the right budget for booking entertainment?

  Set your budget passed on your capacity and the usual spend per head or ticket price including the profit you would hope to make.

• What insurance requirements should I be aware of when booking entertainment for my venue?

  Make sure both performers and your venue have all the necessary insurance to cover your show.

• What if the entertainment cancels or doesn’t show up for the event?

  Sickness and accidents happen. A reputable performer should give you advance notice of any issue. At Electric Cabaret Company we have a wealth of performers of a similar standard who can step in if need be.

• Can I negotiate with the entertainment for changes to their performance?

  Our performers are very flexible and always happy to tailor make their performance to suit your venue layout or your chosen theme,

• What should I do if there are technical difficulties during the event?

  It’s always a good idea to have a technician on hand to troubleshoot any technical issues. Many live bands and shows bring in their own equipment and handle all the tech themselves.

• How can I promote the entertainment to my guests before the event? 

  Social media bulletins every week leading up to your event with targeted paid advertising boosts. Press releases with photos and video. Send an email and text message out to your mailing list. Flyers on your tables and around town. Posters in your windows and our special trick on the back of cubicles and near the hand dryer in your washrooms.

  Contact us for a free entertainment consultation. Our entertainment agency covers London, Brighton, the South East and other areas by arrangement.