Basic Guidelines for Booking Entertainment

Provided as a service from JestMaster Productions, Inc.

SHOULD I CALL A COMPANY OR AN INDIVIDUAL?

There are many ways to book entertainment, the most common being through a production/entertainment company or with the performer as an individual. There are pros and cons to each method, but overall working with a legitimate company is usually the better choice. Here are a few reasons why.

A legitimate production company works with numerous performers, and will provide entertainment that is appropriate for your specific needs and budget. "Joe the Magician" will claim that his act, the only one he has to sell you, is "just right" for your needs, whether it really is or not. If the performer scheduled for you by a production company becomes unable to do your booking for any reason, the company should be able to provide a comparable replacement performer at the same price without any inconvenience to you. If "Joe the Magician" gets sick or has car troubles, you're stuck. A production company is most likely insured for liability... "Joe the Magician" most likely is not. That may not seem important, but what happens if a rogue juggling ball whacks someone in the eye, or that "magic flame" sets fire to your curtains? Unlikely yes, but possible. Better safe than sorry. A legit production company would tend to work with experienced professional performers who make their living entertaining people. "Joe the Magician" could be a hobbyist, just trying to make a few extra bucks on weekends, and not really experienced or proficient enough to adequately entertain for your needs. Performing requires talent and skill, and contrary to popular misconception, is not easy.

HOW DO I KNOW IF A PRODUCTION COMPANY IS LEGIT?

Because there are no specific requirements or regulations governing production companies in many areas, almost anyone can claim to be a production company, and many magicians and clowns and such do. It's hard to know which companies are legit and which are just fancy names. Here are a few hints as to how to tell the difference.

Does the company have a track record?

How long have they been in business? Are they insured?

How many performers do they work with?

How many types of shows can they offer?

Do they offer other services such as party/event planning, catering, costume rental, arcade games, etc.?

Do they have a comprehensive website, or professional printed information about the company?

Who have they performed for?

Can they provide references, letters or phone numbers, from satisfied customers?

Do the recommendations provided relate to various performers?

Do they have photos, demo tapes and other information about their performers?

Do they hold auditions and/or train performers, or just cast blind from a "rolodex"?

HOW DO I DECIDE WHAT I WANT?

Any decent production company will have experienced talent coordinators to help you decide what it is that you want and need for your event. Even so, there are some basic questions that must be answered before suggestions can be made. Know the answer to as many of these questions as possible before calling about entertainment. It will give the talent coordinator more to work with to find the right entertainment for your needs and budget, and will let them know that you are a serious, informed potential client.

When and where will the event take place?

What state, town or county? Is it in your home, a restaurant, a school, a theatre, a park?

What type of event is it? Birthday party, company picnic, trade show, bar-mitzvah, holiday party?

Who is your audience? Kids, adults, families, seniors, executives, singles? Are they guests, or buying tickets?

About how many in your audience? 20, 150, 2000?

How long do you want to be entertained? 45 minutes, 2 hours, 6 hours, an entire weekend?

What kind of entertainment or genre of entertainment do you have in mind? Magic show, Broadway revue, clowns, dance, murder mystery, games, opera, circus?

About how much do you want to spend? $75, $300, $1500, $20,000

HOW MUCH DOES ALL THIS COST?

There is no way to put a set price on entertainment. Booking entertainment is like buying a car... you can buy a Rolls Royce or a Hyundai. You can get it with or without all the options. Because entertainment is so varied and, when done properly, customized to your own needs, it can cost anything. This is why it is a perfectly legitimate question for a talent coordinator to ask what price range you'd like to work with. One thing to keep in mind... be realistic about your pricing expectations. These days, on average, a plumber costs $100 to change a washer; an electrician $150 to fix a light switch; a lawyer $250 an hour to talk on the phone; and your 9 minute doctor's office visit costs $95. You get the idea. And just like a lawyer or doctor, the more experienced and popular an entertainer is, the more money he can command. That comedian you saw on Star Search last week may cost a couple hundred dollars for an hour or so, while George Carlin, for example, gets about $35,000 for the same amount of time. Essentially, you are not going to get a highly trained, professional performer to come to your home or office and entertain your guests for an hour for $50. As a helpful guideline, think about taking your group to the movies. At $8.50 a ticket, a party of 20 would cost $170. And that's with you doing all the work. Your caterer is charging $15-$65 per person. Look at it that way, and professional entertainment can be a real bargain. But only if the performer has what it takes to keep you and your guests entertained. Of course, the more extensive or specialized the entertainment, the longer you want it, the more performers involved, the more it will cost. If you need extensive entertainment for large events, or a series of smaller events, a production company should be able to come up with a discounted package for you. As a rule, never book the cheapest price you're quoted. The old adage is true... you get what you pay for. Tips, as in any service oriented business, are not required, but always appreciated.

HOW DO I BOOK THE ENTERTAINMENT

Once you have decided that you are dealing with a legitimate company that has presented you with entertainment options that are suitable for your needs, you are ready to book the act. Make sure that you accurately give all of the information needed to the talent coordinator, and make sure that you are clear as to exactly what you are getting and what the cost is. Once you have agreed to the booking, a performer is reserved for your date and time. This is considered a legal verbal contract. If you need to cancel for any reason, call immediately. You should be sent a contract signed by an authorized representative of the company, detailing all that you have agreed to. Read the contract thoroughly, and if correct, sign it and return it as soon as possible. Be sure to include a deposit if specified. If you sign a contract containing inaccurate information, you are responsible. Also, simply not returning a contract does not release you from your verbal agreement. Do not do business with any company or individual who does not work with written contracts!

WHAT'S NEXT?

Enjoy your entertainment! Some people like the added security of calling the production company a few days before the scheduled performance to confirm, but as long as you are dealing with a reputable, legitimate production company you really shouldn't need to confirm. Make sure to notify the production company immediately if there are any changes!

A FEW HINTS TO MAKE SURE THINGS GO SMOOTHLY

For party shows, schedule the performance to begin at least half an hour after your party is scheduled to begin. This will prevent the performer from playing to an "empty house", and will help to make sure that late-comers and stragglers don't miss too much. If you require performers in place at the beginning of an event, make sure to specify this so an appropriate arrival time for the performers can be determined. Provide concise directions to the place of performance. Remember to mention any unusual conditions, such as unmarked streets, difficult to find street numbers, construction, etc. Make sure that nearby parking is available and/or reserved for the performer. Searching for parking may cause the performer to arrive late. Also, most performers will have equipment. props, instruments, costumes and any number of things to use to entertain you. Don't make them lug it all two blocks to your booking. Follow the talent coordinator's guidelines as to the performer's requirements for his act --amount of space needed, and any special requirements, like electric outlets, a table, or what have you. If a dressing room is needed, please make sure it's clean and large enough for costumes, props and as many performers as you are having, and easily accessible to the performing area. Make sure the performance area, whether in your home, a restaurant or wherever, is prepared by the specified arrival time or quickly and easily preparable for the performer immediately on his arrival. Many performers are scheduled very tightly, so having to wait an extra ten minutes while you rearrange furniture and shuffle around your guests to make room could cut into your show time. If the show is for children, please provide some adult supervision, and prepare the kids to be a well behaved, appreciative audience. Participation is always desirable, but sometimes kids get out of hand, and even the most experienced performer may have problems controlling them. If you are paying the performer on the date of the performance, have payment ready, including a tip, if you'd like, at the conclusion of the performance. Please don't make a busy performer wait while you find your check book or search for cash.

GOOD LUCK! ...and enjoy the show!

This information may be reproduced and distributed only in it's entirety for use by entertainment buyers. No section or part of this information may be reproduced or distributed commercially for any other purpose without the writen permission of JestMaster Productions Inc.

Contact us