Whether you’re booking entertainment for a personal party such as a wedding, a business gathering or anything else, good organisation is essential so that the performance aligns with the atmosphere of the occasion and is suitable for the venue in terms of style, noise volume, space and so on.
Part of that planning should include asking your potential provider a number of key questions, including:
Availability
Clearly, your act of choice needs to be available on the date of your event, so check this out first of all. Another question to ask is whether the performer can hold your date for you while you make a final decision – can you then get back to them and confirm within a pre-agreed time?
At Gecko Live, for example, quotes given are valid for 14 days, and many acts get booked up extremely quickly.
Do they stick to one gig a day?
This is something else that’s always worth checking out. If they’re coming to you from another gig, at best they could be tired. At worst, they could be held up from playing their previous engagement. Ideally, your act will be totally focused on you on the day of your event.
Logistics and performance
It’s a good idea to ask your potential provider to describe their performance style to get a feel for what to expect.
Equally, you’ll want to assess the set list and the extent to which you have a say in the choice of songs played. Are they willing to learn new songs, for example for a first dance number? (If so, do they charge extra for doing this?)
Find out the length of the set and how long it will take the band to set up for their performance. Will they bring all of their own equipment with them?
What happens when they’re not playing? For example, is there recorded music or a DJ while the act is taking a break?
Finally, while this may sound like a minor detail, it’s even a good idea to clarify what the group will be wearing. This just ensures that the artists’ style is in keeping with the formality (or otherwise) of what you have planned for the day.
Safety and contingency planning
Does the act have Public Liability Insurance and has their equipment been PAT-tested? (Portable Appliance Testing.) Often, the venue will insist on this.
Ask about back-up plans, for example what happens if a member of the act falls sick or the event runs behind schedule? You may also want to find out whether you’ll have to sign a written contract in advance.
Costs and policies
Clearly you’ll need to understand the final fee, and what’s included in this. Does the act charge travel expenses and when does payment need to be made? Is a deposit payable ahead of the event?
Lastly, understand the policy in the event of a cancellation and whether the performers request any particular food and drink as part of the deal.
Questions specific to the venue
It’s good to know whether the act has previously played your venue, and whether they have any particular needs when it comes to parking and loading or unloading equipment. If the venue has a curfew, can the performance finish comfortably by this time?
Equally, can they work with a sound limiter? (This is a device many venues fit to monitor and control noise volumes to avoid complaints or to comply with licensing rules. It assesses decibels and usually cuts power to the stage or PA system should a pre-defined threshold be exceeded.)
Acts for your event from Gecko Live
At Gecko Live, we’re an entertainment agency specialising in live entertainment from weddings to corporate events. Based in Hampshire, we provide performers all over the UK at a huge variety of venues.
And because we’re run by musicians, we have a detailed understanding of how live entertainment works at many different event types. So talk to us whether you need a DJ, a string quartet, a live wedding band, a modern jazz trio or a magician.
We’ll work closely with you so that you can look forward to the best possible, hassle-free live performances.
Still got questions? Get in touch with the team today and we’ll take it from there.