Top 10 Mistakes to Avoid When Booking Event Entertainment
Booking custom entertainment for your event can make or break the experience for your guests. While great entertainment creates an atmosphere of joy, excitement, or elegance, poor planning or oversight can lead to unnecessary stress and a lackluster outcome.
To help you avoid common pitfalls, we’ve put together a practical guide on the top mistakes to avoid when booking event entertainment. Follow these tips to ensure your event entertainment is seamless, memorable, and stress-free.
1. Not Aligning Entertainment with Your Event’s Theme
One of the most common mistakes is choosing entertainment that doesn’t fit the theme or tone of your event. A jazz trio might feel out of place at a high-energy corporate party, just as a DJ spinning club hits might not work for a formal gala.
How to Avoid It:
Before booking, clearly define the purpose and vibe of your event. Communicate these details to the entertainment provider so they can tailor their performance to your needs.
2. Overlooking Audience Preferences
Your guests’ preferences matter. Booking entertainment that doesn’t resonate with your audience could leave them disengaged or uninterested.
How to Avoid It:
Consider the demographics of your attendees. Are they more likely to appreciate a live band, a string quartet, or a DJ? If your event has a diverse crowd, opt for entertainment with broad appeal or multiple acts to suit different tastes.
3. Waiting Too Long to Book
Top-tier entertainers and entertainment companies often book months (or even years) in advance, especially during peak event seasons. Waiting too long can limit your options or force you to settle for less experienced performers.
How to Avoid It:
You should start the booking process as soon as you confirm your event date and venue. Early booking ensures availability and allows time to customize the performance.
4. Ignoring Logistics and Venue Limitations
Even the best entertainment can fall flat if the logistics don’t align with the venue. Issues like inadequate sound systems, limited space, or insufficient power supply can derail a performance.
How to Avoid It:
Work closely with your entertainment provider and venue coordinator to meet the technical requirements. This includes sound, lighting, staging, and power needs.
5. Failing to Communicate Expectations Clearly
Miscommunication or vague instructions can lead to mismatched expectations between you and your entertainment provider.
How to Avoid It:
Be upfront about what you want from the performance. Provide clear details about the event schedule, preferred music genres, audience engagement expectations, and any other specifics.
6. Neglecting to Vet Performers
Booking an entertainer without reviewing their portfolio or credentials can be risky. What sounds great on paper may not translate well in practice.
How to Avoid It:
Request videos, reviews, or references from past clients. This helps you evaluate their style, professionalism, and ability to deliver a high-quality performance.
7. Underestimating the Importance of Contracts
Not having a detailed contract in place can lead to misunderstandings or disputes later on.
How to Avoid It:
Always insist on a written contract outlining performance times, fees, cancellation policies, and any special requests. This ensures everyone is on the same page and protects both parties.
8. Forgetting to Plan Transitions
An awkward pause between speeches and performances or dead air between sets can disrupt the flow of your event.
How to Avoid It:
Work with your entertainment provider to plan seamless transitions. For example, a DJ or band can play soft background music during breaks to maintain the atmosphere.
9. Skipping the Rehearsal or Pre-Event Run-Through
Skipping rehearsals or run-throughs can lead to surprises on the day of the event, from timing issues to technical problems.
How to Avoid It:
Whenever possible, schedule a rehearsal or walkthrough with your entertainers to address any potential issues ahead of time.
10. Choosing Price Over Quality
While it’s tempting to prioritize cost savings, cheap entertainment can lead to lower-quality performances, technical issues, or unprofessional behavior.
How to Avoid It:
Consider entertainment an investment in your event’s success. Focus on finding performers with experience, professionalism, and strong reviews, even if it means spending a little more.
Plan Your Event with Confidence
Avoiding these common mistakes will help ensure your event’s entertainment is seamless, memorable, and perfectly tailored to your vision. By working with experienced providers like Dennis Smith Entertainment, you can easily navigate these challenges.
Ready to plan entertainment for your next event? Contact Dennis Smith Entertainment today to start designing a custom experience that exceeds expectations.
