10 tips for Talent Booking - Event Planner Can Use
When planning an event, whether it is a corporate event, non-profit gala, or private party the talent booking process could become very stressful even for an experienced event planner. These 10 tips provide essential information to help your event planning secure the right talent for a successful event.
1- Book an artist that fits your audience
Always ask yourself, who is the target audience of your event? the talent booking for a non-profit event is different than a corporate event or a private one as it should preferably fit the organization's mission and target audience in order to add value to successful fundraising. Private corporate event planners although mostly book talent for the entertainment value should still be aware the talent fits the brand or the company’s image. I have discussed this in length in this blog and brought up Miri Ben-Ari as an example of an artist that works great for the non-profit or corporate world not only for her many accolades but also because she plays a classical instrument in a very entertaining way.
2- Book a reliable artists
Avoid booking talent that has a reputation of being late or a “no show”. You cannot imagine the added stress it could bring to your event. There are so many horror stories about artists that did not show up or showed up late for events and to put t in another way: it doesn’t worth it.
3- Don’t go for the hype
Remember, when it comes to non-profit and private events the talent is not the ticket seller hence it is not that important to book the most in-demand, or expensive artist. On the contrary, your event planner should be able to secure a talented and reliable performer who fits your company’s image and is within your budget.
4- Go for the talent
Book an artist that will leave your audience asking for more. Don’t base your decision upon social media posts or edited music videos of a popular artist posing a bikini. Remember, you are looking for a talent that can deliver a great live performance. Social media content such as Instagram, Facebook, or TikTok is not a liable source of information needed to access if a said artist is capable of delivering an incredible live performance. Be very careful with your booking and base your decision on live show footage or a word of mouth recommendation.
5- How much does it cost to book celebrities?
This is the most common question when it comes to talent booking. However, if you are reading this blog, you already know by now that you don’t have to book the highest-paid celebrity in order to make your event a success. Some celebrities demand ridiculous fees that do not justify the cost when doing event accounting, so make sure to budget your talent booking carefully and in advance.
6- Production requests
When booking talent for a live show you might have additional requests to the event planning production elements that are already in order, such as sound system, stage, video, and stage lights. I recommend discussing this with the artist’s management and pay attention to any expensive items found in the artist's technical rider i.e. delivery of a Steinway piano, pyrotechnics, or expensive green room items. If the demands seem troublesome don’t be afraid to change direction.
7- Sign an agreement
It is important to have an agreement in place that includes all the terms related to the event. We, at Mirimode Productions, use a professional performance agreement that includes the event’s information, terms, and technical rider. We like keeping transparency so our clients understand the service we provide as management and the powerful live performance they booked. Stay away from agreements with ridiculous demands such as “cash only” or unreasonable green room requests. It is an unnecessary headache, and there is enough talent out there to choose from.
8- Cross marketing
Since we live in the era of social media platforms it is OK to ask the talent for a social media post. Our clients are always happy when Miri Ben-Ari shares her live performances and experience on her social media platforms. We very often send a marketing video prior to the event for the client to promote the event. Your target audience will be delighted to see the talent talking about your upcoming event, they will share and post comments. A social media mention during or after an event will prolong the success of the event. If an artist refuses to cross-marketing, it is not a good sign and perhaps not a good fit for your event.
9- Ask for Sound Check
Professional talent management should know how to advance the show and request a soundcheck prior to the performance. Make sure to facilitate all related production communication in advance and allocate enough time for soundcheck before the event, not in front of your audience. We recommend at least two hours prior to the event. You would be surprised how many things can go wrong during soundcheck from missing equipment to broken gear. If there is sufficient time for soundcheck, you should be able to correct whatever does not work and secure the live performance.
10- Day of the event
Have the talent’s point of contact or road manager information available. You can assign a person on your team to deal with all related talent booking matters on the day of the event and make sure your team is familiar with the booking terms. Good communication and a great show will make the talent booking not only an unforgettable but also a fun event planning experience.
