How to book a celebrity

There are many types of celebrity booking such as ticketed concerts, celebrity guest performances, public speaking, summits, appearances at private events, galas, fundraising or a non-profit organization, and although the nature of these events is very different from one to another, the booking process principle is the same: hiring a celebrity to deliver a performance.

With that being said, it is essential that all bookers, from event planners, producers, organizers, to private people, would have all of the necessary information prior to starting the booking process.

Information needed to book a celebrity

Here is a list of information you must have in place when booking a celebrity
-The date of your event
-Event description
-Performance Details
-The venue
-Entertainment budget

According to Mirimode productions, although there are many ways of booking, there are three pieces of information needed to lock in the schedule a celebrity booking: the date, show description, and allocated budget. This makes sense; you won’t be able to confirm availability without knowing the date of your event. You cannot book an event you cannot describe and you must have an idea for your entertainment budget.

The date of your event

You must have the event date in order to book a celebrity. If the booking includes flights, domestic or international the booking dates will adjust accordingly.
A booking tip: If your mind is set on a particular celebrity and your date is flexible, have a few options in mind when contacting talent management.

Event description- What, Where, How, Why?

Describe your event: what type of an event it is, a ticketed show, corporate event, private party etc. Mention where is your event taking place and how you are related to the event. Discuss why this event is important for you, especially if it is a private celebration or a non-profit organization. Sharing this information gives talent management a sense of the booking necessary to decide if it fits their client.
Bear in mind that not every event is for every celebrity. Don’t get discouraged if the celebrity you approached is not interested in your event, there are other celebrities that would! Make sure you book the right celebrity for your event, especially when it comes to non-profit events and corporate event bookings.

Performance details

How long is the performance you are looking to book? a celebrity performance of one-song is very different from a 45 minutes set. The show length is important for talent management to determine show production and booking fee. Don’t be afraid to inquire how many people are going to be on stage, it is your event and you cannot afford any surprises, for instant booking a solo performance and instead seeing a production of 20 people on stage. Artists are going through artistic phases and change their live productions throughout their career, it is OK to ask and mention what you are looking to book for your event.

A booking tip: pay an extra attention to artist performance when booking entertainment for a non-profit events.

Let’s talk about the venue

Make sure the venue you secured can accommodate the celebrity you intend to book. For instant: most celebrities will not perform without a stage. Talent managements are usually very particular about the production technical rider that includes specs for the sound system, lighting, and stage production. It is a good sign when artist management has a production manager and a professional technical rider in place, because these technical specs guarantee a delivery of a great show.

A booking tip: when it comes to the venue, if you feel the artist demands are overwhelming, don’t be afraid to back up. For example, the stage production could be too much for your event or some artists could have inordinate requests for their green room. See what feels right for you.

Entertainment budget

The big question is always: how much does it cost to book a celebrity?

Have an idea for your entertainment budget prior to reaching out to a celebrity and always stay within your production budget. Booking fees vary from artist to artist. It is a good idea to ask for a quote since all managements know the artist’s fees. If your budget is low compared to the celebrity booking fee, see if you can offer other incentives, for example, you would be surprised to find out that some celebrities would consider a lower performance fee if it comes with a paid out of town vacation. Sometimes an added marketing value or a high-profile event could spike the interest and play a role in the booking final decision.

How to contact talent management

Most celebrities have a contact option on their website. Some artists can be reached only via booking agencies. A direct communication with artist management or agent is always preferred. Once you locate the artist rep make sure that you are comfortable with the communication, after all, you want the process to be fun and memorable. If you feel that the celebrity rep is not responsive, professional, or having an “attitude” do not be afraid to change direction.

Any special requests?

According to Mirimode Productions, one of the reasons they love working with Miri Ben-Ari is that aside from being a phenomenal live performer she is also very good in accommodating clients’ “special requests,” such as “meet and greed” or including a special song request in her performance.

I hope you find this information useful, happy booking!