And like every other element of your event, there should be no surprises for you on the day. Here are a few common traps to look out for:
1. What do you want the entertainers to do? Find out if and how the entertainers will be involving the audience in their act. Your event aims and audience type will help determine whether you want the audience actively involved or whether you want them to be able to enjoy the event without overt distraction from entertainers.
2. Do your research. Try to get a demo video of the talent before you book them, better still, arrange to see them at a separate event. Check out their references and ask specific questions such as: “Would I hire them again?” “How flexible and reliable are they to work with?” You may also want to consider contracting an entertainment and performers agency who can script and manage the entertainment in both the pre-production and event stages.
3. Create the right mix. For musical entertainment, discuss various options such as low-volume background music, light entertainment during the meal and lively dance music so you can match the music to the desired mood.
4. Create the right environment. Find out whether the entertainers need extra staging, lighting or décor to create the right ambience. Special requirements may add pressure to a tight budget. Be sure any special requests are cleared with the venue and that all other relevant parties involved in the event are also aware.
5. Event safety. Be sure to check that all entertainers have the appropriate OH&S accreditation and insurance to help ensure their safety and that of your audience and fellow workers. Do not take anything for granted!
6. Technical design and pre-production. Ensure that the entertainment provides you and your technical event management team with a full technical rider. This should include all their technical and other requirements, a stage plan and timings. This will allow your event to be designed and set-up in the most cost-effective manner with minimal duplication. For example, a band could potentially utilise (instead of supplying their own) some of the audio and lighting system and the technical operators that are already in place for your event. With effective and timely communication between all parties you can save significant money, time and stress.
7. Have a blueprint for success. Prepare a run sheet that lists every single component that makes up your event - before, during and after the event. Include on the run sheet who is responsible for what and by what time/date. Include full contact details of everyone involved. Having every part of your event accounted for in your run sheet alongside a clear time-line means that you can quickly respond to anything that doesn’t get done and ensure that your event is never compromised.
8. Rehearsal. Make sure the entertainment is available for a full rehearsal on the day of your event so that everything is set-up, organised and operated in the right way. This is an important time to get all the fine details sorted.
9. Keep it all in check. Spend time on the day of the event reaffirming the what’s, where’s, when’s and how’s with the entertainment to ensure they are clear about their role and responsibilities. Or better still, consider contracting a stage manager to run the performance. They will keep track of rehearsal schedules, scripts, props and entertainment during the rehearsal. Once the show starts the stage manager controls everything that happens backstage or on stage. All you have to do is relax and enjoy the show!
Sean Grech is a Business Development Manager with Haycom Sydney. Phone (02) 9662 7986 or visit www.haycomstaging.com.au
For a free weekly series of tips and strategies to improve your communication outcomes simply email ask@haycomstaging.com.au with Image Improver in the subject line.
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