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Different acts and performers fit with different events. Some entertainment agencies focus on corporate parties and events, others on private parties or fund raisers, or fairs, festivals, or wedding receptions.
Here's some tips on working with these agencies:
1. Ask up front what kind of events they normally handle. A specialist in children's parties may not be equipped to do the best job for your corporate fund raiser. Then share your prerequisites with them. A true professional should know whether or not they can adequately provide you with the services you need. But, maybe it's best you insist first on knowing what specific events they have provided entertainment for in the past few months. Otherwise, some agencies may not let on how inexperienced they are with your type of event. You've got to do some weeding out right away based on this criteria.
2. Write down ahead of time:
a) How many people you expect to attend.
b) The start time and the location.
c) The purpose of the event (should entertainment be interactive, or just for ambience so people can talk and network?)
d) Is the evening just for fun? Or is it to be elegant and sophisticated?
e) Does the event have a theme or a style?
f) What would the guests be interested in doing?
g) What is the age range of the guests and what do they have in common?
h) Do you want a mix of entertainment over different hours or venues?
3. Request a list of references that include companies or private parties who have contracted services from the agency. Call on their references and ask questions as to how professional the company was, did they deliver what they said they were going to do? Did they go beyond the call of duty to ensure that the client was happy?
4. Set up a meeting face to face with your prospective agency. Establish what services they provide and find out exactly what details they do not cover.
5. Check if the type of entertainer or show has special requirements, such as different types of insurance. We recommend you only deal with companies that carry proof of liability insurance.
6. Organize a list of services you want them to provide. Work with them to establish a budget. Then check on policies such as deposits, cancellation fees, contracts, legal aspects, liability factors, etc. What kind of payment schedule will be needed? What if you're not happy with their service?
7. Get a professionally prepared contract. Know what you are responsible to provide ahead of time for the entertainment. Do they require a green room for changing, beverages,and food, stage platform, and electrical power?
8. Coordinate a common printed schedule with your agency showing the timing of events, arrival times of entertainers, goals, strategies, etc. Everything should be detailed if the event is large and requires a lot of logistical maneuvering. If you are planning a smaller party or event then a simple time line should be adequate.
9. In the planning stage establish checklists and progress reports along with follow up meetings to reevaluate the goals and objectives of your event. This is essential if your entertainment agency is also providing turnkey coordination of an elaborate event.