Planning a successful event requires careful attention to every detail—from selecting the venue to managing guest lists and catering. But one of the most critical components of a memorable event is finding the right talent. Whether you’re organizing a music festival, wedding, private party, or corporate event, the right performers can elevate the entire experience.
In this guide, we’ll share expert tips on how to book talent for your event and ensure your attendees leave impressed.
1. Define Your Entertainment Budget
Before you begin your talent search, it’s essential to establish a clear budget. Your entertainment budget will determine the type of performers you can afford—from local indie artists to nationally recognized acts.
Consider these factors:
- Performer popularity or name recognition
- Duration of the performance
- Travel and accommodation (if applicable)
- Technical needs (lighting, sound, stage setup)
Setting a realistic budget helps narrow your options and prevents unexpected costs later.
2. Determine the Event’s Style and Audience
The talent you hire should align with the theme, tone, and goals of your event. Ask yourself:
- Is this a formal corporate event or a laid-back celebration?
- What type of entertainment will resonate with your audience?
- Are you aiming for background ambiance or a headline performance?
For example:
- A string quartet or jazz ensemble is ideal for elegant galas or business events.
- A DJ or high-energy band works great for weddings or parties.
- A comedy act or keynote speaker might suit networking events or conferences.
3. Research Potential Performers
Once you know what kind of entertainment you’re looking for, it’s time to research performers who fit your criteria.
Where to look:
- Talent agencies and entertainment booking platforms
- Social media and YouTube
- Online event directories (like GigSalad or The Bash)
- Word-of-mouth recommendations from other event planners or vendors
Look for performers with positive client reviews, professional portfolios, and experience in your event type.
4. Check Availability Early
Popular performers can get booked out months in advance—especially during peak seasons. Contact potential talent early in the planning process to confirm availability and avoid last-minute disappointments.
Pro Tip: Have a backup option in case your first choice isn’t available.
5. Review Past Performances
Before making your final decision, take time to watch videos or attend live performances. This is their virtual resume—and it gives you a sense of their style, energy, professionalism, and crowd interaction.
If a live performance isn’t possible, request a recent performance reel or references from past clients.
6. Negotiate Terms and Finalize Contracts
Once you’ve selected your talent, it’s time to negotiate and secure the booking with a clear contract. The agreement should include:
- Date, time, and location of the performance
- Payment terms (deposit, balance, cancellation policy)
- Technical or equipment requirements
- Performance duration and any breaks
- Rider or hospitality needs (if any)
Clear terms protect both parties and ensure the event runs smoothly.
Final Thoughts: Book the Right Talent for a Successful Event
Hiring the right entertainment is a key part of creating a memorable event. From corporate mixers and weddings to festivals and fundraisers, the right talent can bring energy, excitement, and professionalism to your event.
To recap:
- Set a clear entertainment budget
- Match performers with your event’s theme and audience
- Research and review talent carefully
- Confirm availability early
- Watch demo videos or live performances
- Sign a detailed contract
With a little preparation and the right talent, your event will leave a lasting impression.
As always if you are looking for a great event to attend you can purchase tickets HERE.
Other Articles
Creating Events with Accessibility In Mind
Meet Ryan Kintz, the visionary CEO behind Afton Tickets, Afton LiveStream, and Afton Shows. With a rich background in event organization, concert promotion, and entrepreneurial ventures, Ryan is a prominent figure in the entertainment industry.
Afton Tickets: Elevating Event Experiences
As the co-founder and CEO of Afton Tickets, Ryan serves a diverse clientele, including fairs, festivals, beer/wine/food events, and concerts of various scales, from 500 to 100,000+ attendees. His commitment to excellence shines through, providing tailored ticketing solutions that enhance event experiences and streamline ticket sales.