You have been chosen. Designated! You volunteered? You failed to attend the last meeting and got the job. Your spouse said: 'It’s your turn.' Whatever. The fact remains you must find an artist, plan a party, show, assembly, holiday entertainment, etc. How did I get this job? Don’t ask - You got it. What do you do now? Fear not! Help is at hand. Browse on.
What follows are selective musings on how to successfully book entertainment from Magic Moments Unlimited, based upon our nineteen year experience of providing storytellers, clowns, humorists in seminars, performances, workshops, playdays, parties and a number of other settings.
This page is for you who have never done this before and for those who have done it for so long you need to update the left lobe of the brain.
How to Book Entertainment
Where to Start?
Artists have a need - to work. So, many of them have already solicited business through your school, activity or business. You were probably given a handful of their material, web address, or the like which has been accumulating in someone’s file cabinet.
If you have been given an activity for which an artist is wanted but have no idea of where to locate one:
Call your local, county or state arts council. Start with the state council and ask for their material as well as any listings they have for local arts councils. They operate with your tax money. Put them to work.
Go on line. That’s where you found this article!
Look in your local telephone book under Entertainment- Family for booking agencies and the like.
Check with others who have previously held your job and ask who they contacted for information.
If you have solicitations from artists, read them in light of the questions and considerations below.
Before You Call Anyone ... More Hints on How to Book Entertainment
Make certain you know what you want.
a. Go back to the person initiating the request. Be clear about the reason the artist, act, etc. is requested. Do you want entertainment; do you want curriculum enrichment, etc?
b. Is the artist requested to reinforce a concept/issue or to introduce it?
c. Is the program for the entire school or specific grades or levels?
d. When (day and time) and where (physical location) is the program?
e. What are the specific goals and objectives for the performance?
f. Are there issues to be avoided? What are they?
g. Why are you having the program?
h. What size audience do you anticipate?
i. Do you want the artist to challenge the audience so that teachers will need to follow-up the performance with classroom time?
What is your budget for this program?
Important miscellaneous information:
a. Ethnic make-up of the audience
b. Age span of the audience
c. Have you had an artist of this kind before? How long ago?
Making the Call
Armed with this preliminary information call. Even though you may deal with a booking agency always insist on speaking to the artist or member of the performing group.
Make certain the artist is clear on specifically what you desire.
Ask if they tailor to your needs or is theirs a set program.
Ask the artist to explain what s/he does. Listen to the answer. Can the artist briefly and clearly explain the program to you? If not you may want to look elsewhere.
Ask the artist 'Why are you good at what you do?'
Insist upon the program for a realistic number of students and a cohesive age span.
For example, in school settings I do not want to perform for more than 250 students per audience and I do not want to perform for an audience of pre-school-grade 8. The age span is crucial for me. In a grade K-5 building I request a K-2 and 3-5 audience in a K-8 building I request an audience of K-3 and 4-8. In personal/family settings I always desire family groups. I seldom perform for children only.
Ask for a press pack from the artist.
Ask for credentials and references. Check the references.
Remember you are considering an artist and not an educator. Expect the artist to deliver art and not education. Often buyers are confused on this issue.
An artist can skillfully open issues and involve an audience leaving them with many questions which educators can exploit. If you want a lecture seek a lecturer and not an artist.
Ask what the artist charges and request that be put in writing.
Secure their Tax Identification Number.
The Price
The easiest part of the process of how to book entertainment.
There is no problem if the charge of the artist fits your budget.
Most reputable artists/agents do not negotiate their fees. Some, however, include mileage and lodging in their fee while others separate the two.
An artist normally prefers lodging in a moderately priced m/hotel rather than a private residence.
Determine if there is a mileage charge.
Are there any additional fees?
Does the artist require a deposit for the performance?
If your budget and the artist’s fee do not reconcile all is not lost:
Most artists/agents understand that their price can be met in a number of ways. Coin of the realm, certainly, but also in-kind via the ancient and honorable art of the barter. I have worked for:
Office supplies
Appliances
Tickets to theater or sporting event
Publicity pictures and video coverage
What do you have to trade?????
Also be ready to take advantage of block bookings. Schools and other local organizations can work together to book an artist sharing the costs and reducing their financial obligation.
Local businesses or organizations are often ready to help you meet the costs of lodging, meals and travel.
Is there a local private or government grant/fund available for this booking?
Regardless of the outcome of your attempt to reconcile your budget with the artist’s fee - DO NOT BUY SOLELY ON PRICE. You will do better to cancel or reduce the number of programs. Quality and lack of it has a price.
Bringing the Program to Your Family/Organization
Final hints on how to book entertainment ....
Insist on a contract.
a) Does your organization have one - use it.
b) Tell the artist/agent to provide you with one.
c) The contract should specify your obligations and those of the artist.
Inquire how the artist wishes to be introduced.
Make certain the artist has directions to your facility and the name and telephone number of who to contact upon arrival.
Several days before the date of booking contract the artist to confirm the booking and give him/her last minute changes.
I cannot guarantee that these steps will provide you with the perfect program or ideal entertainment. What I do know is that these steps on how to successfully book entertainment have been “field-tested” and work.
Good hunting and I hope we meet face-to-face at your next event.
