10 Things Planners Get Wrong When Hiring Entertainers

Ask attendees about what they learned at a specific meeting two years ago and they will probably draw a blank. But inquire about the private concert by Coldplay, and they’ll light up describing how friendly Chris Martin was, and how he went out of his way to shake hands with the audience and stop for selfies.

The fact is that entertainers often end up setting the vibe for a meeting. It’s those moments when attendees are out on the dance floor together, or watching their colleagues on stage as part of a magic trick, that create lasting memories.

The key is to find entertainers who are the right match for the group, and to come to a clear understanding of what you expect from them.

Skift Meetings cleared up 10 misconceptions about choosing and working with entertainers.

Misconception #1: Live entertainment is expensive.

Agencies that book entertainers would argue that curation matters more than cost. “The best outcomes come from the right fit, not always the biggest budget," said Ellie Schwarz, managing director at EastCoast Entertainment. “We’ve seen everything from emerging bands to well-known talent outperform higher-priced options because they matched the audience, theme, and setting better.”

Misconception #2: The price for high-profile acts is not negotiable.

“Everything is negotiable,” said Jaki Baskow, founder of Las Vegas Speakers Bureau. “The fact is that they would rather be working on that date rather than not working at all.”

In fact, she just booked a superstar singer who typically charges $2 million for $1.2 million. “You never know unless you ask,” she said.

Misconception #3: You can always hire local entertainers to cut costs.

While there’s merit in using local talent, beware. Lack of professional experience, unreliability, no backup equipment, and other potential issues can create more hassles than savings. Don’t rely on a musician’s demo reel; try to see them live or seek out unedited video footage of a performance online.

Misconception #4: It’s impossible to find an entertainer who will please everyone.

That’s not necessarily true. One of the hottest categories of corporate entertainers these days is mentalists, in part because of their broad appeal. Unlike magicians, who can appear gimmicky, mentalists rely on psychology and human intelligence, and their focus on one person at a time creates a sense of intimacy among the group.

Misconception #5: You need to go with the CEO’s choice.

It’s the planner’s responsibility to guide decision-makers toward the right celebrity by carefully considering the demographics and tastes of the attendees. Information about other meetings that have used the entertainer   can be helpful in convincing the CEO that the person you’re recommending is the right fit.

Misconception #6: All references are the same.

Guests at a social event might have an entirely different take on a comedian’s performance than a corporate group. Always ask for references, but make sure they’re from a business event, and ideally one with the same demographics. Reach out to fellow meeting planners on online chats like the SPIN Facebook Group, Meetings Community, or Club Ichi for their recommendations and feedback.

Misconception #7: Entertainers have a set gig for meetings.

When the planner of a high-level networking event learned that Skip Martin, former lead singer of Kool & the Gang and the Dazz Band, had created a charity for children’s literacy and authored a children’s book, she asked if he could speak to the group about those endeavors as well. “He was willing to customize his performance, and the attendees loved the mix of his stories and music,” she said.

Misconception #8: Entertainers don’t like to go out of their way.

Just like the most professional speakers, there are plenty of entertainers who will inconvenience themselves to meet their clients’ needs. For a panel Baskow hosted on hiring entertainers at IMEX last year, mentalist Colin Cloud flew overnight to Las Vegas from New York, where he had performed at a black-tie event, and drove straight from the airport to the show to meet his commitment. 

Misconception #9: Entertainment is only for receptions or after dinner.

Why not pepper entertainment throughout your event? A musical duo can set an elegant tone during attendee arrivals, and a comedian can wrap up a morning of meetings by incorporating some of the content into their stand-up.

Misconception #10: You don’t really need a sound check or rehearsal because they do this all the time.

To save time and money, some conference organizers will forgo a rehearsal or sound check — which could be a big mistake. Just like the rest of the production members rehearse, planners need to request that their entertainers do as well. For live musicians, it’s also necessary to avoid any technical issues.