Tips for Hiring a Wedding Entertainment Company

7 min read Arden

When organising an event, particularly one involving entertainment, thorough research is essential. The initial step is to determine the most suitable type of entertainment for the event. This could range from live music and DJs to comedians or magicians.

Once the entertainment type is established, the next phase involves researching and shortlisting potential entertainment companies or individuals. This can be accomplished through online searches, personal recommendations, or by attending live performances to assess the entertainers firsthand. Following the shortlisting process, it is crucial to conduct a more in-depth investigation into the background and experience of potential entertainers.

This includes examining their previous performances, perusing reviews and testimonials, and verifying that they possess the necessary licences and insurance. It is also important to consider the audience and the overall theme of the event when selecting entertainment. For instance, a corporate function may require a more formal and sophisticated form of entertainment, whilst a birthday celebration may call for something more lively and interactive.

Once the research is complete, the next steps involve budget planning and negotiations with the chosen entertainment providers.

Summary

Conduct thorough research on entertainment companies and their services before making any decisions
Set a clear budget and be prepared to negotiate with entertainment companies to get the best deal
Check reviews and references from previous clients to ensure the entertainment company is reliable and professional
Schedule meetings with potential entertainment companies to discuss their services and see if they are a good fit for your event
Discuss song requests and setlist with the entertainment company to ensure they can cater to your musical preferences
Review and finalise the contract and payment terms with the entertainment company before confirming their services
Confirm the equipment and setup requirements with the entertainment company to ensure they can meet the needs of your event

Budgeting and Negotiating

Setting a budget for entertainment is crucial in order to ensure that the event stays within financial constraints. When budgeting for entertainment, it’s important to consider not only the fee for the entertainment itself but also any additional costs such as travel expenses, accommodation, and equipment hire. It’s also important to leave some room in the budget for unexpected expenses that may arise.

Once the budget is set, it’s time to start negotiating with the chosen entertainment companies. This can involve discussing the fee, the duration of the performance, any additional services they may offer, and the terms of the contract. It’s important to be clear about what is expected from the entertainment and what they will provide in return.

Negotiating can be a delicate process, but it’s important to stick to the budget while also ensuring that the entertainment company feels valued and fairly compensated for their services. Once negotiations are complete, it’s time to move on to checking reviews and references.

Checking Reviews and References

Before finalising any agreements with an entertainment company, it’s crucial to check their reviews and references. This can provide valuable insight into their professionalism, reliability, and the quality of their performances. Reviews can be found on their website, social media pages, or on third-party review platforms.

It’s important to read a range of reviews to get a balanced view of their services. In addition to reading reviews, it’s also important to ask for references from previous clients. Speaking directly with people who have hired the entertainment company in the past can provide valuable feedback and help to ensure that they are a good fit for the event.

When checking references, it’s important to ask about their experience working with the entertainment company, any challenges they faced, and whether they would recommend them for future events. Once reviews and references have been thoroughly checked, it’s time to arrange a meeting with potential entertainment companies.

Meeting with Potential Entertainment Companies

Meeting face-to-face with potential entertainment companies is an important step in the planning process. This provides an opportunity to discuss the event in detail, ask any questions, and get a feel for their professionalism and personality. During the meeting, it’s important to discuss the specific requirements of the event, such as the venue, audience demographics, and any special requests.

It’s also important to use this meeting as an opportunity to gauge the enthusiasm and passion of the entertainers. A genuine passion for their craft can make a huge difference in the quality of their performance. It’s also a chance to discuss any concerns or special requirements that may not have been covered during the initial research and planning phase.

Once a good rapport has been established with potential entertainment companies, it’s time to move on to discussing song requests and setlist.

Discussing Song Requests and Setlist

If music is involved in the entertainment for the event, it’s important to discuss song requests and setlist with the entertainers. This is especially important if there are specific songs or genres that are preferred or should be avoided. It’s also an opportunity to discuss any special performances or surprises that may be planned during the event.

During these discussions, it’s important to be clear about any specific songs that are must-haves as well as any songs that should be avoided. It’s also important to discuss the overall vibe and atmosphere that is desired for the event so that the entertainers can tailor their setlist accordingly. This is also a chance for the entertainers to showcase their versatility and ability to cater to different musical tastes.

Once song requests and setlist have been discussed, it’s time to move on to contract and payment terms.

Contract and Payment Terms

Once all details have been finalised with the entertainment company, it’s time to draw up a contract outlining all terms and conditions. This should include details such as the date, time, and location of the event, the fee for the entertainment, any additional services included, cancellation policies, and any special requests or requirements. It’s important for both parties to carefully review the contract before signing to ensure that all details are accurate and agreed upon.

Once the contract is signed, it’s time to discuss payment terms. This can include details such as when payment is due, whether a deposit is required upfront, and what payment methods are accepted. It’s important for both parties to be clear about payment terms in order to avoid any misunderstandings or disputes later on.

Once contract and payment terms have been agreed upon, it’s time to move on to confirming equipment and setup requirements.

Confirming Equipment and Setup Requirements

In order for the entertainment to run smoothly on the day of the event, it’s important to confirm all equipment and setup requirements with the entertainment company. This can include details such as sound equipment, lighting, staging, and any other technical requirements. It’s important for both parties to be clear about who will be responsible for providing and setting up the necessary equipment.

If the entertainment company will be providing equipment, it’s important to discuss logistics such as access to the venue and any specific requirements they may have. It’s also important to ensure that all technical requirements are in line with any regulations or restrictions at the venue. Once all equipment and setup requirements have been confirmed, both parties can rest assured that everything is in place for a successful event.

If you’re in the midst of planning your wedding, you may want to check out the World Bridal Event website for some inspiration and ideas. They offer a wide range of resources and tips for couples looking to make their big day extra special. From finding the perfect venue to choosing the right entertainment, World Bridal Event has you covered. Take a look at their sample page for a taste of what they have to offer.

FAQs

What should I consider when hiring a wedding entertainment company?

When hiring a wedding entertainment company, consider the type of entertainment you want, the experience and reputation of the company, their availability on your wedding date, and their pricing.

What types of entertainment can a wedding entertainment company provide?

A wedding entertainment company can provide a variety of entertainment options, including live bands, DJs, solo musicians, magicians, dancers, photo booths, and more.

How can I ensure the wedding entertainment company is reliable and professional?

To ensure the wedding entertainment company is reliable and professional, ask for references, read reviews, and check their credentials and experience in the wedding industry.

What questions should I ask a wedding entertainment company before hiring them?

Before hiring a wedding entertainment company, ask about their experience with weddings, their repertoire of music or performances, their equipment and setup needs, their availability on your wedding date, and their pricing and contract terms.

What should be included in the contract with a wedding entertainment company?

The contract with a wedding entertainment company should include the date, time, and location of the wedding, the specific entertainment services to be provided, the cost and payment schedule, any additional fees or requirements, and cancellation or refund policies.