No event is complete without “The Talent”. Speakers, musicians, your emcee – all important and valuable aspects to a successful and engaging event. Here are 9 tips to help you foster great relationships with your performers, entertainers and speakers.
Let your talent know exactly what is expected of them, and find out exactly what it is that they require from you. From starting times, to meals, to AV requirements to payment. Put it all in writing and make sure everyone is happy and in agreement long before the event takes place.
Talent will also often have very specific requirements, from their preferred microphone to meal requirements and how they like to be paid. These details might seem insignificant to some, but it shows whether or not the organiser is paying attention. If requests aren’t possible, let them know timeously and honestly.
If your talent is well taken care of, it will make your event so much more successful. Often speakers and musicians are in the middle of tours or travel extensively to make their bookings. Taking care to make them comfortable and showing a bit of extra effort can make a huge difference to how they perform.
Find out about their allergies and food requirements. Maybe even find out what sort of flowers, scents and other items they would appreciate.
Make sure that your performers are always safe. For example if a performance involves trapeze or rigging, make 100% sure that everything is up to standard and has been properly inspected for safety.
Musicians and emcees using AV equipment – Make sure that all wires are taped down properly, speakers are secured, and any obstacles that could lead to injury are identified and corrected.
It’s important to respect an artist’s privacy, especially if that person is a celebrity. Make sure they have a safe area to retreat to when they’re not performing – perhaps a green room if your venue has one, or simply an additional room where they can don’t need to bothered unnecessarily.
Make sure their belongings are always safe, kept in a lockers or a locked room. Assure them that their belongings, requests and other info will be kept safe and confidential.
5. Event details
Knowing key details about the event, including the client’s industry, demographics of the audience, dress code, and type of event helps artists give the best show possible.An artist might use a different approach for a room full of doctors as opposed to a group of startup entrepreneurs, for example. “The more information you give performers, the better they will be,” adds Fox. “At the end of the day, they want you and your client to be happy.”
6. Look after the team
A performance almost always involves more than just the people appearing on stage. From sound engineers to managers to bus drivers, it takes a team to create a large-scale performance. And just like the talent needs to be fed and cared for, so does the crew. “If anyone on the team is unhappy, it affects the end result of the performance,” says Marchetti. “I know that if the first truck driver comes in at 4 a.m. and can get fresh, hot coffee or something delicious to eat, it sets the right tone for everything else that will happen that day.”
7. Point of contact
Talent should have a single point of contact from your team on the day of the event. In addition to greeting the entertainers and keeping everyone on schedule, this contact will be the performers’ go-to person for any issues that arise.
The point person should be aware of all of the contract riders and requirements, then review them on site to make sure they are met.
Sometimes when you’ve been communicating over email, the performer doesn’t realize that they don’t have a contact phone number until the day of the event,” she explains. “It seems like basic logic, but sometimes people forget about it.
Pay artists as promptly as possible and be open about the payment schedule. If it takes a corporate client 30 to 45 days to write a check, make sure you communicate that to the talent. Such issues should be hashed out beforehand, ideally before the contract is signed. “You don’t want an artist to be upset or have an attitude. You want them to be happy and get everyone excited.
The collaboration doesn’t end with the event. To build a long-term relationship, communicate with the artist and his/her team after the event, especially if you’d like to work together again. After the performance, if it was well received, we send a thank-you note for a job well done. And if the performance wasn’t successful, the performer should know that as well. Sharing what went right or wrong can help entertainers improve for their next gig—whether it’s with you or another client.