 
Entertainment Selection
"What makes Special Events so special is that the senses are stimulated so as to create an experience for those attending to be remembered for a life
time."
 
A
musician's understanding
"People will soon forget
the song you sung,
People will not understand the notes you played,
but people will never forget how the entertainment made them feel."
That's Entertainment
Entertainment the biggest
bang-for-the-buck!
Entertainment is the single most essential element at most special events in
the creation of the special event experience. Why, because it is the Entertainment that
will create the active atmosphere for a social environment
which will in turn will create the experience and memories
for people because of the way they felt
while at the event.
Thus the entertainment generally
plays the key role in the overall success of any special event. The
entertainment is the one most prevalent element that gives the biggest
"bang-for-the-buck" at most special events. Neglecting or not understanding the
entertainment's impact on an event is like not understanding the power and
energy release from the splitting of an atom. Many well
meaning individuals plan for a great event then schedule and compromise away the
effectiveness of the entertainment they have hired to make their event great.
What is your barometer reading for your event?
Entertainment is like a barometer for special events. The
more professionally experienced
entertainers posses a greater talent
level which will directly translate as a higher temperature reading in the overall atmosphere of
your event. Thus
the effect will produce a highly successful event. Equally true is that
of if the entertainment is composed of inexperienced part-timers
or hobbyists the temperature reading may be so low that the event will
end earlier than expected and no one will stick around to see how
long it will actually
last. Chances are you won't either.
The
entertainment is the key element to the party
The entertainment is part of the party not the wait staff.
At most events where the entertainment is principle player in producing the
active atmosphere and is expected to be the life of the party the entertainment
becomes an intricate part of that party. What does this mean. For events where
interaction between the entertainment and their audience (guests) is a primary
consideration such as at social affairs, parties, fund raisers and high energy
engagements the entertainment is the key factor to getting and keeping the event
on track. Their interaction, eye contact, enthusiasm and energy gets the party
happening and produces an electrically charged affair. Affairs that require no
personal contact between the entertainer and audience are events that are
typically considered background, low key, sedated or boring affairs. If the
entertainment is expected to be an active part of the event and to
carry the event separating and segregating the entertainer from their audience
by logistically setting the band in a corner or in locations or under conditions
where they are separated from their audience will
guarantee that the party will never get off the ground, but will be a very sedated
or boring affair at best. One should always consult with the entertainment as
pertaining to any logistical or agenda questions or considerations that will
depend on the entertainment to play a part in.
The
logistical role the entertainment will play
Logistical location of band stand, considerations and
event expectations of the entertainment should be gone over with the
entertainment to get their professional opinion and guidance to assure the event
results you are planning and expecting for your event as pertaining to the part
the entertainment will play. Not getting the entertainment input could several
demise or reduce the effectiveness of the entertainment to set the proper
atmosphere and mood you have planned and expected for your event. I have seen
many events that advice was given from a caterer on entertainment
considerations. The vast majority of this advice given by many caterers is often
bad entertainment advise as pertaining to entertainment logistics and
considerations and is given primarily so as to convenience the catering staff
and not to enhance the guests comfort and enjoyment nor to enhance the event
expectations of the one hiring them. Always get entertainment advice from the
entertainment itself. Also get catering advise on menu choices and food services
from the caterer not from the entertainment. After all would you go to the
entertainment to answer your questions or give kitchen or serving advice for
your event as pertaining to catering logistics or responsibilities? I should
hope not for you may have hamburgers and hot dogs served for your event. The
same is true about entertainment always get entertainment questions, logistics,
considerations and concerns pertaining to the role the entertainment will play
from the entertainment.
Employing
trained professionals vs. bargain hobbyists
In summary for most special events where the entertainment
is actively involved in an event's atmosphere the
overall success will almost solely depend
upon the talent, experience and the level of professionalism of
the entertainment. Not understanding the crucial role
that the entertainment plays for special events would compare to driving a
vehicle with a defective gas gauge. You won't know whether or not you'll be
stranded and run out of fuel well before you arrive safely at your
destination. Not understanding or underestimating the crucial role true
professional
entertainers play for an event is to risk having your event run of steam
well before the end or worse having an event that never truly had a chance to
get off the ground. Employing "bargain hobbyists" to do the work of
trained experienced professionals is a recipe for disaster. In the world of
entertainment the old adage "You get what you pay for" real comes home to roost
once the event begins. You will know right then and there whether you made the
right choice base on bargain cost or based on the real value of professional
experienced talent. Unfortunately some find out the hard way at the expense of
their whole event.
Recent
studies of most important aspects of events
Over the years and recently some studies were taken and
here is the results of those who responded and what they had to say was the most important aspects of an event that had the most impact on the
event itself.
Weddings
Corporate Events
Entertainment (50%) (80%)
Food (25%) (10%)
Location (14%) (5%)
Decorations
(5%) (5%)
Other (6%)
(0%)
These studies are
surprising to some, but are interesting to others to show what really has
the greatest impact on an event and those attending. Think about what is
budgeted for each aspect or type of service for your event and what rate of return (overall success)
do you expect from your event investment dollars? Putting the emphasis (budget)
on the area or areas of greatest impact or "bang for your buck" will yield the
greatest results. Typically ignorance and/or believing that cheap services will
yield attractive and professional results is the biggest obstacle to producing
truly distinguished noticeable quality events.
OLD PROVERB
"Choose the ruts you travel in wisely, you will
be in them for a lifetime"
ENTERTAINMENT PROVERB
"Choose the entertainment wisely, you'll be
hearing it's effect for a lifetime"
Understanding
talent and experience levels
(What level of
quality
do you expect from the entertainment for your event)
Great entertainment
Full-time
experienced talented professionals
Average
entertainment
Part-time
inexperienced amateurs
Mediocre
entertainment
Spare-time,
no experience novices
Cheap entertainment
First-timers or beginners
The choice is yours, but then so are the
results....
Entertainment
The major excuse why someone doesn't hire professional
entertainment.
I can't afford it.
The major reason why to hire professional entertainment at your
event.
You can't afford not to!
Ignorance and Inexperience kills events
Why is
it that certain individuals who will host an event that is so special and
costly
employ low cost hobbyists and amateurs to make or break their event?
Unfortunately many of these events that employ such hobbyists fizzle out and are
mediocre in their presentation at best. The major reason given is the cost. For
the majority of these mediocre events the real underlying fact is the improper
allocation of funds to the wrong areas of the event. This is due to the primary
fact of ignorance on the part of the host or those who are in charge of the
event that make decisions.
For a
vast majority of individuals who host or decide to have an event have for the
most part no prior event experience, skill or prior knowledge of event planning
and an understanding of what makes an event successful. Many will simply
allocate much needed funds to areas of the event that they sincerely believe
will make their event successful while for the most part totally neglect the
important areas which would make the event go over the top. (See the article on
prioritizing an event)
Understanding the crucial role the entertainment will play for special events is
the first step in planning a successful event. Employing experienced and trained
professionals who can assist in creating that success is the next step.
Are you depending on what professionals bring to the plate for
your event
or are you taking a chance and risking your event
on amateur hobbyists?
Professionals Non-professional
hobbyists
Reliable
transportation Unreliable vehicles
Full
gas tank Running on fumes
Arrive on time Late or can't make it
Have
it schedule Be there if we can
if it is convenient
Proper sound equipment Cheap or old equipment
Right
equipment for the event One size fits all for all events
Proper preliminary Planning Hope
things go well
Comprehensive
written agreement No written agreement
Full
time professional living Weekend extra spending money
Full
time Career Part time hobby
Professional Band Hobby Band
Proper stage attire Regular clothes
Proper sound level You don't like loud music?
Proper selection of music Extremely limited on music
selection
Proper variety of music We just play one type of music
Experienced special event band Amateur bar or garage band
Dinner, dance and party music All the music sounds the same
Read
the crowd to please Only play limited music we know
Play
music for all ages Play
music for a only one age
group
Experienced Little
of no experience
A refined talent Mediocre
and unrefined
Full-time pro's Part-time amateurs or beginners
Highly skilled and Trained Little
skill and little or no training
Is your event going to be a home run or a strike out!
Hiring highly skilled, trained and experienced full time
professionals
is truly the only experience you want at your event.
With professionals you truly get what you pay for.
 
Determining the type of
entertainment
In determining the type of entertainment one wants one must know
what one is looking to accomplish and expect the entertainment to do before
interviewing any prospects.
· What is the role that the entertainment will
play? Active or Passive
· Will the entertainment be needed in an active
forefront role or background?
· Is the success of the event riding on the entertainment
's abilities?
· Do I need musical, magical, comedic, artistic
or caricature entertainment?
· Will the entertainment be expected to carry
the overall success of the event?
· Will I need a musical solo artist, combo,
dance band or orchestra?
· What type of music will I need, classical,
jazz, rock or a variety of all kinds
· What level of professionalism and
sophistication am I aiming for at my event?
· Is it a Corporate function, convention,
concert, ball, gala, reception
award's dinner, private party, anniversary, or other
social affair
· Will this be a formal, informal, casual or
come as you are affair?
· Will budget dictate the quality level of entertainment
that will be hired?
· Do you want a Professional, Amateur, Novice
or Beginner at your event?
· Will cost rather than proper fit, experience
& talent be the determining factor?
· Do you expect the entertainment to be Crowd
pleasing, exciting and have
energy to create an atmosphere of
celebration or simply background.
Determine the type of group that
best fits your event
· Dinner, Dance & Party
Band
· Variety Dance & Party Band
· An
Orchestra · Swing & Big Band
·
Symphony
· Jazz combo or trio
· Small or Medium
Combo · Piano, flute, violin,
· One man band
· Piano & Violin
· Lounge act
· Piano & Flute
· String trio or quartet
· Harp and flute
· Soloist
· Two Violins, Viola,
· Nostalgic act
· Solo Piano
· Ethnic act
· Organist
· Choir
· Accordionist
· Bagpiper
· Steel
Drums
Involving the Entertainment in your planning
Not understanding the crucial role
the entertainment plays in the over effect of the overall success of the event
is near-sighted. Not involving the entertainment in your pre-planning input and
suggestions is no-sighted.
Entertainers have seen it all. They have seen
what works and what fails. They know more about how to get a party going and
what works best in all different situations. Unlike individuals who have work at
one or two event sites and stay in one aspect of the industry for most of their
event career, experienced professional entertainers have been in hundreds and
thousands of venues and have experienced many different facets of the special
event industry. Entertainers are an enormous source of knowledge and experience.
They are also eager to answer any
questions, concerns and event considerations. However all their experience and
knowledge at your finger tips for free means nothing if you don't ask them as to
their insights as to the event you are planning. An experienced and professional
entertainer is the single best invaluable source of real factual advice at an
event at no cost.
Entertainers will not only be the most
experienced and professional individuals at most special events they will also
be the one's who will be your dearest allies when it comes to
wanting your event to be highly successful.
Roles and responsibilities of
Entertainment
Depending on the type of event,
situation, and contractual agreements roles and responsibilities of entertainers
will vary. Here are a few that many entertainers regularly practice in their
business for special events
· Entertainment
consulting
· Music Selection
· Emcee (Master of
ceremonies)
· Entertaining
· Sound reinforcing
· Atmosphere
· Lighting (mood)
· Itinerary planning
· Understand power needs
· Follow up
Most experienced professional entertainment
entities proactively assist in the itinerary (event planning)
for the event and follow through by Emceeing (directing and announcing) the
whole event as well as performing (entertaining) so as to entertain guests,
friends and family. If the party is not a success one blames the entertainment,
not the food or decor. The entertainment has on it's shoulders 100% of the active role and
responsibility to create the atmosphere that sets the tone and pace for the
whole event. The entertainment will be expected to carry the whole event that will be remembered for
a lifetime.
At special events where the entertainment is suppose to bring
out and be the life of a party it is the entertainment that plays the single most
essential role (Bang for your buck) for the success of these types of
events. It is because the entertainment is the one that creates the ambiance or atmosphere of celebration,
excitement and energy at these events. Take away the entertainment or reduce the
entertainment budget to an unrealistic amount so as to obtain only amateurs or
no entertainment at all and the ambiance and the overall success of the event
will correspond directly downward.
When considering cutting costs keep in mind...
The key to cutting costs is to cut in areas that will ultimately not really
make that much of a difference to the overall success of the event. However do
not cut in an area where the most obvious overall burden of responsibility for
the success of an event (bang for your buck) is place upon that entity's
shoulders. If it is expected for the entertainment to play a crucial and key
role to the over success of your event put your resources to work finding,
interviewing and contracting the best. The success or failure of your event is
riding on the decision that you will make. The question is have you done your do
diligence?
In other down home words, don't buy the costly accessories, fancy paint job,
and chrome for a vehicle and cut back on the gas only to find out that you ran out of gas before it got you
get you to your destination safely. If you need to cut back on costs cut out the costly
accessories, chrome and fancy paint job that you don't rely on to get you there.
As in most events the fancy accessories that you just couldn't live without are
generally just that, a costly gaudy distraction and one that is rarely
ever utilized.
How to get the most out of your
entertainment
· Hire
professionals who have the talent and experience to bring your event up a notch.
· Treat
professionals with the respect and courtesy they have earned as professionals.
· The level of respect you
give to the entertainment will be transferred by the entertainment to
your event and will typically be reciprocated in their performance.
· Those that have a mutual
respect and a high regard for the entertainment and the role they play
towards the success of their event usually
receive a performance that is above and beyond their
expectations.
· Pay professional
entertainers as if the event depended on them for it's success, chances are it
does.
· Don't expect nor ask
the entertainment to make up for your budget deficits in their price simply
because you are over budgeted in non-essential areas.
Reduce costs in the non-essential areas
and in areas where gouging is
occurring.
· Consult with the entertainment
in your planning. The entertainer is generally the most experienced
and most reliable
source of what real works and what doesn't at your event.
· Consult with the entertainment
with all entertainment matters they are ones that will know the
correct answer pertaining to entertaining.
·
Entertainers are real people not a glorified juke box
nor a CD player. They will need a break to
refresh
themselves so as to sustain a high level of energy for a great
performance.
·
The event investment from hiring professional
entertainers and treating them with the
professional
respect and courtesy will render your greatest return for
your investment dollars.
·
Always provide food and
refreshments for the entertainment.
·
The real bargains that exist in entertainment is
in
hiring skilled and experienced professionals.
Contact Information
Telephone:
770-497-0520
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