It can come as a huge relief to know you’ve secured your favourite performer for your upcoming event. You’re not out of the woods yet, however. There are a few things you’ll need to do in order to make sure you and your entertainer are ready for the big day. If this is your first time you’ve coordinated corporate entertainment, then you might be unsure of what this preparation entails. But don’t worry – we’ve got you covered. We’ll go over the steps you can take to ensure your special event goes off without a hitch. And if this isn’t your first time planning with us, let today’s post be a refresher course.
Luckily, this preparation won’t take a lot of time or effort on your part, so you can still devote much of your focus on the remaining tasks and responsibilities you have in organizing your event. All you have to do is ensure your performer has the tools they need in order to entertain your crowd and confirm the venue is appropriately equipped to stage a show.
Before starting anything, it’s a good idea to speak directly with your performer. This can be done while your contract is being settled or sometimes afterwards. Each entertainer and each performance is different, so ask them plenty of questions about the equipment that they need. While certain acts (like cover bands and game show groups) will bring their specialized equipment (like instruments and game apparatuses), the majority of our performers will rely on you to supply their AV equipment. Every single one will need a microphone so their voice reaches everyone in the audience, but don’t be surprised if your performer needs particular lighting, projectors, or other gear.
Your event’s venue should be prepared to accommodate a show, which means you may be able to use the equipment that they supply; however, don’t take this for granted. We advise you take a trip out to the venue to examine their lighting and sound system to confirm they can provide what your performer needs. Take an afternoon to check that the sound system and speakers are in working order, and make sure the lights are bright enough to illuminate everything on the stage. After all, you want everyone in the audience to hear and see your performer – even those unlucky few who are sitting in the back. Check with the site’s manager to verify they have a comprehensive PA system and more than one microphone. In the case of a technical difficulty that affects one, you’ll have a backup mic to keep the show on the road.
Technology isn’t your only concern when preparing for your performer’s arrival. It’s important that you create a welcoming atmosphere on the big day so your entertainer has the right head space to put on an engaging, interesting, and fun event. They’re professionals, so it won’t take much. Find out how they plan on arriving to your event. If they’re driving, be considerate and forward them detailed driving directions. We also recommend reserving them a parking spot. If they’re flying out to your location, you’ll have to arrange transportation to and from the airport, their hotel, and your event.
(Remember, our services do not cover the cost of flights or hotel accommodations. This is something that you should have gone over in the initial contract, so you know exactly you’ll have to pay for)
At the venue itself, ensure there’s a separate space for your performer to use before and after the event. They’ll need their own area to keep their belongings and prepare for their performance. Stock this room with a lot of water (a throat can get parched after talking to a room for an hour or more) and anything else you think they would like. If you’re not sure about dietary restrictions or allergies, don’t hesitate to call them. They’ll appreciate the added touch.
If, at any point, you feel like you’re not sure what you’re doing, there’s also another number you can call for help. It’s ours! One of our dedicated agents is available to discuss your event whenever you need assistance. Together, we can make sure you’re prepared for your upcoming event.
Editor’s Closing Notes:
To learn more about booking a speaker for your next corporate event start here. To book an entertainer click here.
