There’s nothing like a big-name performer or speaker to generate buzz around your event and leave your guests with an unforgettable impression of your brand. Booking the perfect artist that will take your event to the next level is more attainable than you might think. With a few crucial tips, you’re one step closer to bringing your dream event to life.

1. Choose wisely

Select your entertainment based on the demographics of your audience, not on your personal likes or dislikes. Try to be as objective as possible when brainstorming the right talent. Even if you fall into the same demographic as your audience, you should still do a fair bit of research beforehand. If possible, ask your attendees for their opinions or preferences when researching possible entertainment options. This strategy will translate to a better experience for you, your guests, and the performer.

1. Be realistic

You are not going to book Madonna on a $20,000 budget, even if your nonprofit is her personal pet project. You can find the right entertainment for your audience, at any budget, with enough planning and research. We recommend starting out with a few names and checking their availabilities. Make sure to book your artist far enough in advance, which can be a year or more depending on the artist. Be realistic about logistics, and always have a contingency plan. As much as we hope that every event seamlessly follows plan A, travel delays happen, people get sick, and unforeseen circumstances arise. Build in a generous buffer for delays, and make sure you are protected with adequate insurance.

1. Have a solid contract

Having the right entertainment is always glamorous and exciting, but it’s important to get bogged down in the details before the big day. Make sure you know what fees you are going to be responsible for, whether your performer is allowed to ditch last-minute if they get a better offer, and who owns the rights to your event’s media. In addition, your contract serves as an explicit logistical plan for your entertainment. Use this format to provide the artist with an exact time, including sound check and rehearsal. Make sure to include any special requests in the contract. For example, will the CEO of the company want to meet the artist? Would you like to increase your fundraising with a meet & greet for distinguished guests? Spell it out in the contract so you and the performer know exactly what to expect.

1. Don’t forget the rider

Whether the artist requires 15 cellos for his/her performance, or a dressing room with freshly painted purple walls, it is your responsibility to prepare well in advance. You will likely be required to foot the bill of the rider, so budget accordingly. A good rule of thumb is to be prepared for the cost of the rider to be equal to or greater than the artist fee. For a big-name entertainer, this could cost you hundreds of thousands of dollars. Include the artist’s rider in the initial contract so you know exactly how much money to set aside and what to prepare for your event.

1. Get help

You might be reading this and thinking to yourself, “Wow, this is intimidating.” While this process doesn’t have to be scary, you certainly have a lot to do. Between choosing the artist, securing a date, writing a contract, organizing sound and lighting equipment, designing staging, booking hotel rooms and transportation, researching sound ordinances and curfews, and assembling a crew, the entertainment of your event is no small feat. If you are not familiar with coordinating rehearsals, setting up sound checks, or meeting rider provisions, you should not try to book your entertainment alone. Hire someone who knows what to do and has the experience required make your event a success.

Let the experts at Wizard Studios help you make it happen. Our team is the best in the industry in production and entertainment, and we can’t wait to bring your dream event to life.