Let’s get loud ! 
Now that you have picked your venue and your catering company, it is time to talk about the party.
Entertainment is another column of a successful event; choosing the right partner is as key as selecting a delicious menu. As with any other professional supplier, think about starting your research and booking early in the organization process. The good ones are snapped up very quickly, especially during the high season.
Define your artist: a DJ or a Band ?
That is the million-dollar question when organizing an event or a wedding. Ultimately, the answer will come down to your budget.
If you have allocated a significant amount to entertainment and you can have both, go for it! You can have some of the band perform during the ceremony and the cocktail reception, and then again to open the “party”. Imagine the DJ playing your favorite songs during dinner and then, take over for the after-party.
As you may know, hiring a band is usually more expensive than hiring a DJ (there are more people to feed). They also need more space. Therefore, you need to make sure the venue has enough capacity to accommodate them and their instruments. Still, nothing will set the party on fire more than a band’s energy. Live music, when well performed, can make all the difference in an event.
On the other hand, a DJ needs a small setup, so space is rarely an issue. Also, and this is a pertinent point, you can really get an excellent DJ for the cost of a band.
If you cannot decide but you cannot have both, a viable compromise could be a DJ and a single musician. A trumpeter, a saxophonist, or a violinist, with a DJ, is an atomic combination. I have lived unforgettable experiences using this format, and I can only recommend doing this.
Finding the best partners
When working with an event planner, you will save so much time and money. One of the main reasons for working with a professional event planner is their network. Since they have organized many events before, they have tested the artists and can recommend one that is ideal for you.
If you are organizing on your own, I suggest getting as many recommendations as you can. Ask around you, your friends and family have certainly attended a wedding or another type of event where they liked the band or DJ. Google them, use social media, use hashtags, and do everything you can, in order to make a list of your favorite ones. When contacting the artist, ask for videos of previous performances and referrals.
Needless to say, you have to meet the DJ or the band (or the manager) in person, especially if it is a wedding. Your feeling, as always, is crucial.
Meeting the artists
As I always say, you need to follow your instinct when hiring suppliers and here there is no exception. Entertainment is just as important as the food you are serving. Everyone wants to have fun. So, to be sure you are making the right decision, prepare your meeting. Write down absolutely all the questions you have in mind.
They me be answered before you ask for them, but you need to leave the meeting feeling nothing was left behind. Here are some examples of what you could ask:
How many weddings (or the type of event you are organizing) have you performed in?
How many weddings (or the type of event you are organizing) do you do per season?
Do you perform at more than one event per day?
Who will be the DJ? (if the person you meet is a representative?)
Can you describe your style?
What do you do to motivate the crowd if nobody is dancing?
Do you take requests from the invitees?
And so forth…
Payment and conditions
Once you have decided what artist(s) will perform at your event, it is time to talk about the budget, payments, and conditions.
At this stage, the amount allocated to entertainment has to be settled and confirmed. Therefore, knowing this, you may need to negotiate and ask the supplier to be transparent about all the costs implied for the event: is the AV material included? Is the transportation covered? What about accommodation? Do they have insurance?
Also, everything must be in writing and you should have a contract to back up their attendance. Here is a vital point: what will happen in case of cancellation? Will you be refunded?
We just left a pandemic, so don’t forget that these things happen. If you do not know how much of your budget you should assign to entertainment, check out our article.
Last details
Closer to the event, you will need to share the full program of the event with the artist, double-check timings of set-up and tear-down, performances, playlist, and rehearsal.
If many artists are involved, I highly recommend having an event planner or at least a coordinator to be sure everything is under control and the performances run smoothly.
