You're organizing an event and need performers. How do you ensure they're the right fit?

1 Define your needs

Before you start looking for performers, you need to have a clear idea of what kind of event you're organizing, who your target audience is, and what your goals are. Do you want to entertain, educate, or inspire your attendees? Do you need a keynote speaker, a comedian, a band, or a magician? How long do you want the performance to last, and how much can you afford to pay? Having a clear vision of your needs will help you narrow down your options and communicate effectively with potential performers.

2 Do your research

Once you have a list of possible performers, you need to do some research to find out more about them. Check their websites, social media, reviews, and portfolios to see their previous work, testimonials, and ratings. Look for evidence of their experience, expertise, and quality. You can also ask for references from other event organizers who have hired them before and get their feedback. Doing your research will help you avoid unpleasant surprises and ensure that the performers can deliver what they promise.

3 Contact the performers

After you have done your research, you need to contact the performers you're interested in and start a conversation. You need to confirm their availability, rates, and requirements. You also need to ask them some questions to assess their suitability for your event. For example, you can ask them about their style, approach, and audience interaction. You can also ask them to provide a sample or a demo of their performance, or to attend a live audition if possible. Contacting the performers will help you establish a rapport and a mutual understanding.

4 Review the contract

Before you finalize your decision, you need to review the contract with the performer and make sure that everything is clear and agreed upon. The contract should include details such as the date, time, and location of the event, the duration and content of the performance, the payment terms and methods, the cancellation and refund policies, and the liability and insurance clauses. You should also check for any special requests or conditions that the performer may have, such as equipment, space, or catering needs. Reviewing the contract will help you avoid any misunderstandings or disputes later on.

5 Follow up and confirm

After you have signed the contract, you need to follow up and confirm with the performer regularly until the day of the event. You need to make sure that they have everything they need to prepare and perform well. You also need to update them on any changes or developments that may affect the event, such as the agenda, the attendance, or the venue. You should also provide them with a contact person who can assist them on the day of the event and handle any issues that may arise. Following up and confirming will help you build trust and confidence with the performer and ensure a smooth and successful event.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?