How to Plan Event Entertainment That Wows: Five Expert Tips for Working With an Entertainment Company
Whether you’re organizing a corporate gala, wedding reception, product launch, or private celebration, entertainment can make or break your event. It’s the heartbeat of your atmosphere, the spark that elevates a gathering from ordinary to unforgettable. But planning it isn’t always as simple as booking the first band or performer that shows up in your search results.
Working with an entertainment company can streamline the process, but you need to know how to make the most of that partnership. Below, we walk you through key considerations when planning event entertainment and share five essential tips for consulting with entertainment professionals.
Understand Your Event’s Purpose and Audience
Before choosing any form of entertainment, define the purpose of your event and who it’s for. A tech industry mixer may benefit from upbeat background music and a charismatic emcee, while a black-tie gala might call for a live orchestra and elegant dancers. Think about:
- The tone of your event: Is it formal or casual? High-energy or reflective?
- Guest demographics: What will resonate with your audience in terms of age, culture, and preferences?
- Venue constraints: Consider acoustics, space for performers, and time limitations.
These details shape which entertainment options will feel seamless versus forced.
Set a Clear Budget for Entertainment
Entertainment can take many forms and budgets. Knowing how much you’re willing to spend up front narrows your options while helping entertainment companies recommend what fits your range. Factor in not just the performance fee but also:
- Equipment rentals (lighting, sound systems)
- Travel or lodging for performers
- Overtime rates, if applicable
- Insurance or special licensing (if required by your venue)
Having a budget also avoids the awkwardness of falling in love with a performance you can’t afford.
Choose the Right Act for the Right Atmosphere
Not all entertainment fits every event, even if it’s excellent. The best acts match your goals and environment. A roaming magician might charm a cocktail crowd but feel out of place at a seminar. A dance troupe might shine on a large stage but get lost in a small lounge.
When considering acts, ask for demo videos, reviews, and references. Look for experience performing in similar settings. And always make sure their tone, material, and presentation align with the event’s message and audience.
Five Essential Tips When Consulting an Entertainment Company
Consulting with professionals helps you make informed decisions, but it’s important to ask the right questions. Here are five general tips that apply across almost any event type:
1. Clarify Your Goals
Let the entertainment company know what you want to achieve. Are you aiming for background ambiance, audience interaction, a wow factor, or all three? Clear objectives lead to better recommendations.
2. Discuss Logistics Early
Cover practical details like arrival times, setup requirements, tech needs, performance duration, and space constraints. A good entertainment company will guide you through these, but it’s smart to come prepared.
3. Get Everything in Writing
Ask for a detailed agreement that includes cancellation policies, performance times, specific personnel, equipment responsibilities, and payment terms. This protects both you and the entertainment provider.
4. Prioritize Professionalism
Beyond talent, the demeanor and reliability of the performers matter. Look for reviews that mention punctuality, communication, and adaptability.
5. Maintain Communication
Touch base in the lead-up to your event to confirm plans, provide updates, and review the timeline. Open lines reduce the chance of surprises.
Consider Adding Variety and Interaction
One of the best ways to elevate your entertainment is to combine different types. For example, a string quartet during dinner followed by a DJ for dancing, or a fire performer captivating guests during an outdoor cocktail hour.
Consider adding:
Final Thoughts
Great event entertainment doesn’t just fill time; it fuels the mood, supports your goals, and gives guests something to remember. Whether you’re planning for 50 people or 5,000, following these general yet critical tips ensures you choose the right entertainment and work smoothly with professionals to bring it to life.
Remember: your entertainment is only as good as the planning behind it. Start early, ask smart questions, and stay aligned with your audience and your event will leave them wanting more.
