What Event Planners Really Look for When Booking Live Entertainment

For event planners, sourcing entertainment is not just another task to tick off. They know that entertainment can be the difference between a good event and an unforgettable one. 

When it comes to live entertainment, a high quality performer, band or musician can really transform an event. From engaging and energising crowds to enhancing the event’s theme and even making emotional connections, the right live entertainer plays a key role in the success of your event. 

Essential Tips When Looking for Live Entertainment

As an event planner, there are certain things you clarify with the host before you even go ahead contacting potential entertainers. This is essential for creating a memorable event that fits the brief perfectly. Whether you’re hosting the event or planning it, here are a few tips when looking for live entertainment.

Clarify your event’s goals

It’s important to understand the purpose of your event. If it’s a wedding or birthday party, the goal is quite obvious – to entertain and celebrate! But when it comes to corporate events, more discussion is required around whether a product launch is required, if the company wants to impress investors or hold an experiential event.

Understand your audience or guests

The last thing you want is to book entertainment that doesn’t really match the crowd’s interests. Of course, you can’t really please everyone – but it’s crucial to know the nature of the event and ensure the entertainment matches. For instance, if it’s a niche corporate audience requiring a specific speaker then the talent pool is small. But if it’s a wedding, you might want to go with a popular band or a professional magician who will be sure to impress a larger guest list. 

Set a realistic budget

Live entertainment costs can vary greatly but if you’re looking for quality, you do need to be willing to pay for it. It’s important to consider the costs involved – for example, the cost of hiring a wedding magician involves their expertise, performance type and duration, and travel fees. 

Book early

High-demand entertainment gets booked well in advance so ensure that you secure your event date as soon as possible!

Get to know the performer before you book

Hiring a performer or band you’ve never met is like taking a shot in the dark. Event planners should go through their website thoroughly including reading testimonials and viewing pictures and videos of past events they’ve performed at. Then planning an online or in person meeting is highly recommended to get a sense of their personality and ensure they’re a good fit for your event. 

Professionalism Guests Don’t See – But Planners Care About

Public liability insurance – Essential for risk management and venue compliance, giving planners confidence that everything is covered.

Relevant event experience – Experience across corporate events, weddings and private parties shows the ability to read different audiences and adapt performance style accordingly – all the makings of a great live performer! 

Understanding event flow – Knowing how to work around schedules, speeches, meal service and room dynamics ensures the entertainment fits seamlessly into the running order.

Easy to work with on the night – Clear communication, flexibility and a calm presence make life easier for planners, venues and other suppliers and help your event run smoothly.

Entertainment That Works for Every Type of Guest

As an event planner, you have experience booking entertainment for a variety of audiences including those of mixed ages and backgrounds. The best live entertainment appeals across generations and backgrounds, ensuring everyone feels comfortable and engaged, whatever their age or interests. 

At CW Magic, having performed at many types of events with different people, we know that close-up magic is naturally inclusive and flexible. Chris is able to adapt his performances to weddings, birthdays, corporate functions and incorporate a theme if there is one. From small groups and networking events to drinks receptions and weddings, magic enhances the atmosphere while allowing guests to mingle freely. And the best part is that practically everyone enjoys magic so you’ll get a great reaction from your crowd! 

We can work closely with hosts and event planners to ensure the goal of the entertainment is met, no matter the event. Chris will tailor his performance type and times to your event so everything is bespoke and incorporated into the event seamlessly. 

“Chris did a fantastic job entertaining guests and the Bride and Groom at our recent wedding. He was so easy to deal with prior to the event, arrived on time and immediately began wowing guests in the bar and then outside. He was so confident and made everyone feel very at ease and the feedback we received from our guests on his performances have been incredible. We would hire him again without question!” – James Clark

The Cost of Getting Entertainment Wrong

Whether you’re hosting an event or planning it, getting the entertainment wrong can have a major impact. Here are some key consequences to be aware of.

Awkward moments

When entertainment misses the mark, the atmosphere can quickly feel awkward and uninteresting. Those quiet pauses are exactly the moments planners want to avoid.

Disengaged guests and complaints

If guests aren’t connecting with the entertainment, they’ll switch off, lose focus or share negative feedback, which can take away from an otherwise great event.

Impact on reputation

If you’re organising a corporate event, your entertainment reflects directly on the planner and the brand. A poor choice can affect credibility, relationships and future bookings.

Why hiring a professional performer pays off

Investing in a seasoned professional reduces stress, saves time and minimises risk – giving planners confidence that the entertainment will elevate the event, not distract from it. 

What Makes CW Magic the Best Choice for Event Planners

Looking for live entertainment you can book with total confidence? 

We offer fast response times, clear packages that can be tailored to your event’s needs, and a fully insured, professional magician service backed by years of experience. Chris will also travel to you so whether your function is in Hertfordshire or surrounding areas, he’ll make the trip!

Our magic is adaptable to all event types and venues and Chris can even perform MC duties alongside his performance.

CW Magic is trusted by event planners, corporates and private clients alike – get in touch with us today to secure reliable entertainment that elevates your event. Book in advance to avoid disappointment!