What to Ask Before Booking Entertainment for a Corporate Event

gregwilliams010
Jun 2
12 min read

Updated: Jul 7

Choosing the right entertainment can make or break your corporate event. To ensure success, here are the key steps to follow:

Define Event Goals: Is the purpose team-building, client appreciation, or a product launch? Entertainment should align with these objectives.
Know Your Audience: Consider demographics, cultural preferences, and professional backgrounds. Use surveys or past feedback to tailor entertainment.
Check Technical Needs: Confirm AV, stage, and power requirements with the venue. Avoid surprises by reviewing technical riders and rehearsing onsite.
Evaluate Performers: Look for experience in corporate settings, client testimonials, and references. Ensure they have liability insurance and safety protocols.
Review Contracts: Clearly outline event details, payment terms, cancellation policies, and riders. Avoid signing without full understanding.
Plan Event Day Coordination: Finalize the schedule, assign a logistics point of contact, and prepare contingency plans for technical or weather issues.

Corporate Event Planners Tips on booking company party, banquet entertainment / entertainers

Setting Event Goals and Knowing Your Audience

Before reaching out to entertainment vendors, it's essential to define your event's goals and understand your audience. These two factors will guide every decision you make, helping you select performers that align with your vision and avoid costly mismatches.

Identifying Your Event's Purpose

Corporate events can serve a variety of purposes - training employees, celebrating milestones, launching products, or strengthening client relationships. The entertainment you choose for a product launch might not suit a team-building retreat or a client appreciation dinner.

Typically, corporate event goals fall into two categories: internal (fostering teamwork and enhancing company culture) and external (building brand awareness or acquiring new customers).

"Understanding the primary goal of a corporate event is crucial as it guides every decision, ensuring alignment with the audience's needs for a more impactful experience".

Take Informatica, for example. During the pandemic, Tracey Newell, the company's President, shifted from a management-by-objectives model to an OKR (objectives and key results) approach. This allowed employees more flexibility to innovate, making their change management strategies more effective. This kind of clarity and adaptability in goal setting can make all the difference.

Once you’ve nailed down the purpose of your event, you can focus on tailoring every detail to meet the specific needs and interests of your audience.

Knowing Your Audience

"Understanding your target audience is crucial for personalizing the event experience and ensuring it resonates with their interests".

The entertainment that excites recent college graduates may not appeal to senior executives. Factors like age, professional background, and cultural identity play a significant role in entertainment choices.

"Researching demographics, cultural preferences, and conducting surveys are essential steps in truly understanding your audience".

For instance, social-savvy attendees are often younger, with 58% belonging to Gen Y and 60% to Gen Z. Surveys also show that 30% of attendees identify as introverts, meaning a mix of interactive and observational entertainment options can cater to a broader audience.

If your event includes international clients or employees from diverse backgrounds, it’s worth asking potential entertainers about their experience with multicultural audiences and how they adapt their performances to fit different contexts.

Additionally, data can be your best friend here. Surveys, past event feedback, and social media listening tools can help you pinpoint what your audience values most. For example, if your previous events revealed high engagement with live music, you might consider incorporating similar elements.

Let’s say you’re organizing an outdoor country music event for 400 people. Researching the audience’s age range and preferences can help you create a well-rounded experience. Including activities like line dancing or featuring local country bands can make the event more engaging and foster a sense of community.

"Aligning entertainment with your event's purpose and your audience's preferences is pivotal for creating a memorable experience".

Armed with a clear understanding of your goals and audience, you’ll be in a strong position to evaluate whether potential entertainers align with your vision and have the expertise to deliver.

Checking Technical and Venue Needs

The technical setup can make or break your corporate event. If your entertainer's requirements clash with the venue's capabilities, you could face unexpected costs, last-minute chaos, or a performance that falls short of expectations. Tackling these details early ensures everything runs smoothly. Start by reviewing the event's audio-visual (AV) and staging needs to confirm they're compatible with your venue.

Audio, Visual, and Stage Requirements

The sound system, lighting, and stage dimensions are the foundation of any live performance. While many venues include a standard AV setup, don't assume their equipment will meet your event's specific needs. Always request a detailed list of what they provide, including items like mixing consoles, microphones, speakers, lighting systems, and stage dimensions. A "full AV setup" can vary widely from venue to venue.

Most professional entertainers will supply a technical rider that outlines their exact requirements. For example, Pamela Hart’s technical rider specifies a minimum stage size of 16x12 feet, a 24-channel mixing console, an EQ rack with reverb, monitor mixes, and specific microphone types and input needs.

When evaluating the venue, check the room's dimensions, ceiling height, lighting options, and whether there are any obstructions that could interfere with the performance. Additionally, confirm if the venue offers rigging capabilities for specialized lighting and whether backup equipment is available to address potential technical issues. Scheduling an onsite rehearsal is a smart way to test the systems under real conditions and avoid surprises.

These AV and staging considerations naturally tie into the event's overall power needs.

Power and Equipment Setup Needs

Power demands can easily catch planners off guard, especially for live performances involving multiple instruments, amplifiers, lighting rigs, and sound systems. Overloading a single circuit can lead to blown fuses - and a ruined event.

Start by listing every piece of equipment requiring power. This includes not just entertainment setups but also lighting and catering equipment. Reach out to each supplier for their specific power needs, calculate the total demand, and discuss it with the venue well in advance. Be sure to get a written estimate for power usage.

During your venue walkthrough, locate the breaker panel and survey the available power, including any dedicated outlets or power drops for high-demand equipment. If the venue’s power supply isn’t sufficient, explore alternatives like modern diesel generators, which are quieter and more efficient than older models. Don’t forget to plan for distribution equipment, such as extension cords, power strips, and cabling.

"Ignoring power requirements jeopardizes budgets, guest safety and artist safety".

Finally, check for venue-specific restrictions that might affect your entertainment. Some venues use sound limiters to control volume levels, which can cut power if a certain decibel limit is exceeded. Be aware of local noise ordinances, curfews, and any rules about decor or performance setups. Having contingency plans for power failures or weather disruptions is always a smart move. With technical and power needs sorted, you’ll be better prepared to handle any venue limitations that might impact your event.

Checking Performer Experience and Reliability

Once you've sorted out the technical and venue requirements, the next step is evaluating the experience and dependability of your performers. Corporate events demand a higher degree of professionalism than casual gigs, so it's crucial to choose entertainers who understand these expectations. For example, a wedding band might excel at creating a lively atmosphere for receptions but lack the corporate polish needed for a major business event. The goal is to find performers with a proven track record in similar professional settings.

Corporate Event Track Record

Start by asking for a portfolio of past corporate events, along with client testimonials that highlight key qualities like punctuality, professionalism, and adaptability. Go a step further and check references to learn how the performer managed challenges like schedule changes, VIP requests, or unexpected issues. This will give you a better sense of their ability to handle the unique demands of a corporate setting.

Make sure the performer’s style fits your company’s brand and the event’s purpose. A high-energy rock band might be a hit at a tech startup’s holiday party but could feel out of place at a more formal corporate gathering. The entertainer should understand your industry’s expectations and be prepared to tailor their performance accordingly.

Also, confirm that the performer has the necessary documentation to operate professionally. This includes business licenses, tax records, and any certifications specific to their industry. A serious professional will have no trouble providing these.

Once you’ve confirmed their experience, move on to checking their insurance and safety measures.

Insurance and Safety Requirements

Liability insurance is often a must for corporate venues. Many venues require entertainers to carry insurance and list the venue as an additional insured party. This ensures everyone is protected in case of accidents during the event.

Request proof of general liability insurance, ideally with coverage of at least $1–2 million. This should cover claims for bodily injury, property damage, legal fees, and medical expenses. Since many venues won’t allow performances without valid insurance, it’s smart to confirm this early in your selection process.

For events involving complex setups like staging, lighting rigs, or suspended equipment, ensure any riggers are certified according to ETCP guidelines.

Additionally, verify that the entertainer has solid safety protocols and contingency plans. Whether it’s a schedule change, a venue layout adjustment, or technical difficulties, a reliable professional will stay calm and adapt as needed. This flexibility is a clear sign of their reliability and readiness to handle the unexpected.

Contract Terms and Performance Requirements

Once you've confirmed the performer's experience and insurance coverage, it's time to move on to the contract. A well-drafted contract is essential - it protects both parties and minimizes the risk of unexpected costs or disputes.

Key Contract Details

A strong entertainment contract starts with the basics: event details. Be sure to include the event's purpose, exact date, start and end times, and the full venue address. Additionally, outline the entertainer's responsibilities, such as arrival time, dress code, and any specific guidelines they need to follow for your corporate event.

Financial terms are another critical component. Clearly state the total fee, deposit amount, payment schedule, and penalties for late payments. Many entertainers require a deposit upfront, with the remaining balance due on or before the event date.

Don't overlook the cancellation policy. This section protects both you and the performer in case of unforeseen circumstances. Spell out the terms for cancellations, refund conditions, and force majeure clauses. Entertainment lawyer Susan Chana Lask advises:

"There's no reason to sign anything on the spot. Never sign on the spot".

Make sure you fully understand what happens if either party cancels.

Other vital contract elements include intellectual property rights (who owns recordings or photos from the event), confidentiality agreements (especially important for corporate settings), and limitation of liability clauses to clarify responsibility for damages or accidents. Addressing these details early ensures a smooth event day.

"Usually, when someone inserts jargon into a contract, they are doing it as a substitute for their own real knowledge and their own real understanding. Any time jargon pops up in a document, delete it and insert the real definition instead."– John J. Tormey III, Esq., Entertainment Lawyer

Always review the contract in both digital and printed formats. Highlight any unclear sections and request revisions as needed.

Performer Requirements and Requests

Once the contract details are squared away, shift your attention to the entertainer's rider. A rider is an addendum to the contract that lists the performer's technical and hospitality needs. While some requests might seem trivial, they are often essential for ensuring a top-notch performance.

"A rider is an addition or amendment to a document such as a contract. They outline all the requirements an artist has to deliver their best performance at an event, which could include anything from sound and staging specifications to food and beverages they'd like."

Technical riders focus on performance logistics. These might include sound system specs, lighting requirements, stage dimensions, power needs, and setup times. Address these items early to avoid last-minute surprises.

Hospitality riders cover the performer's comfort and practical needs. Common requests include meals, dressing room or green room setups, local transportation, and hotel accommodations for out-of-town performers. Even for corporate events, these details can make a big difference in keeping everything on track.

While reviewing the rider, pay attention to costs. Some requests, like specific technical equipment, may be non-negotiable, while others might allow for flexibility. Use the rider as a checklist during your planning to ensure nothing gets overlooked.

"Riders are addendums outlining performance needs. They are essential tools for crafting a professional, comfortable, and high-quality experience for both the performers and the audience."

Break the rider down into manageable sections and assign responsibilities for each item. Some tasks may fall to the venue, others to your event planning team, and some might require outside vendors or additional budget considerations. This organized approach ensures every detail is covered.

Planning Event Day Coordination

Once contracts are signed and rider requirements are sorted, it’s time to shift your attention to the big day. This is where all your planning turns into action. Clear communication and well-organized coordination with your entertainment team are key to making everything flow smoothly.

Rehearsal and Performance Scheduling

Timing is everything when it comes to event day. Start by nailing down the exact details: what time the artist performs, how long their set lasts, and when sound checks or rehearsals will take place. These details are the backbone of your event timeline.

Coordinate arrival, load-in, setup, tear-down, and rehearsal times with the performers and ensure they fit within the venue’s schedule. As the talent booker, you’re the bridge between the artist and the event organizer, so make sure the schedule is crystal clear and outlined in any written agreements.

Once the timeline is finalized, your focus shifts to ensuring everything runs like clockwork on the day of the event.

Event Day Logistics

Assign one person to oversee entertainment logistics on the big day. This point of contact will act as the go-to communicator between the event team, vendors, venue staff, and clients, keeping everyone on the same page.

Prepare for the unexpected by creating contingency plans for potential issues like technical glitches, vendor delays, or staffing shortages. Daniel Meursing, CEO of Premier Staff, puts it perfectly:

"Event planning isn't just about timelines - it's about anticipating problems before they happen. Too many planners focus on execution without a solid risk management strategy. Use historical data, prioritize risks, and have real contingency plans. A flawless event isn't luck; it's preparation".

Stay flexible and ready to tweak the schedule if needed. Whether it’s delaying the start, shortening certain segments, or adjusting program elements, being adaptable ensures you meet your event goals, even when surprises pop up.

Your Corporate Entertainment Booking Checklist

Here's a streamlined checklist to help you navigate the process of booking entertainment for your corporate event. These points recap the detailed steps discussed earlier.

Event Goals and AudienceStart by identifying the purpose of your event and the type of audience you'll host. Determine whether you need background music, an energetic performance, or an interactive act to align with your goals.

Technical Requirements and Venue AssessmentReach out to your chosen entertainers to understand their technical needs. Evaluate the venue to confirm it can accommodate these requirements. Double-check the availability of essentials like Wi-Fi and AV equipment. Create a detailed list of necessary AV gear and setup instructions, and make sure backup equipment and technical support are secured.

Experience and ReferencesAsk about the entertainer’s experience with corporate events. Look into references from past clients to gauge their suitability for your event. Also, inquire about how long they’ve been performing professionally, as this can provide insight into their expertise.

Contract Terms and Legal ProtectionCarefully review the contract, focusing on payment schedules, cancellation policies, and termination clauses. Confirm when payments are due, including deposits, and ensure work begins only after the deposit is paid. Clearly outline cancellation terms, noting that payments made prior to cancellation are generally non-refundable. If your event is outdoors, include weather-related contingencies, specifying a "no refund for weather issues" policy.

Event Day CoordinationPlan a pre-event rehearsal to test all equipment and finalize logistics. Confirm arrival times, load-in and setup schedules, and post-event tear-down procedures. Assign a dedicated point of contact to manage entertainment logistics on the event day.

Insurance and SafetyVerify that your entertainment provider carries liability insurance and complies with all necessary safety requirements.

This checklist serves as a practical guide to ensure you’re well-prepared when selecting and coordinating corporate entertainment. Clear communication and attention to detail are key to creating an event that aligns with your vision and leaves a lasting impression on your guests.

FAQs

How do I choose entertainment that fits my corporate event goals and audience preferences?

To choose entertainment that fits your event’s purpose and appeals to your audience, start by identifying the event’s main goal - whether it’s about inspiring, celebrating, or fostering connections. Once you’ve nailed that down, think about your audience. What are their demographics, interests, and expectations? Matching entertainment to these factors ensures it strikes the right chord.

When evaluating entertainers, don’t just focus on their talent - dig deeper. Ask about their experience with events like yours and whether they can customize their performance to align with your event’s vibe and message. Seek out professionals who bring flexibility and interactive elements to the table, keeping your audience engaged and entertained. The right entertainer can take your event to the next level, leaving attendees with an experience they’ll remember.

What technical details should I confirm with the venue to ensure the entertainer's needs are met?

To ensure everything runs smoothly, double-check these technical aspects with the venue:

Sound System: Make sure the venue provides a high-quality sound system that delivers clear audio across the space. This includes checking the availability of microphones and proper speaker placement.
Lighting: Confirm the lighting setup meets the performer’s requirements, whether it’s for setting the mood, spotlighting, or adding special effects.
Stage and Space: Verify that the stage size and layout can handle the performance and any equipment outlined in the entertainer’s rider.
Power Supply: Ensure there are enough power outlets and a dependable power source to support all the gear. Backup options are a plus.
Internet Access: If the event involves streaming or other online components, check that the venue has a reliable, high-speed internet connection.

Sorting these details ahead of time can prevent last-minute hiccups and set the stage for an unforgettable performance.

What should I review in a performer’s portfolio and references to ensure they’re a good fit for a corporate event?

When evaluating a performer’s portfolio, start by checking out videos of their live performances. These clips can give you a clear sense of their style, energy, and how well they connect with an audience. Don’t skip over testimonials and references from previous corporate clients - they’re a great way to gauge the performer’s reliability and professionalism. It’s also helpful to see if they’ve worked on events similar to yours, can adapt to different audiences, or have earned any industry awards that highlight their expertise.

Make sure to review their technical requirements as well. This ensures they can collaborate smoothly with your AV and production teams without any hiccups. A strong portfolio combined with solid references will give you confidence in selecting the right performer for your event.