Professional Meeting Planners: Successful Meeting Planning



By Joshua Gair

When it comes to having entertainment for a special event or party, there are certain steps you can take to ensure that you and your guests have a wonderful and successful event, and more importantly, the entertainer is what you expected. First step is to figure out the type of people that will be at the event, and if there is a theme, what is it? Are you having a beach theme, or pirates theme, or what? Next step is to take an informal poll, by simply asking some of the people who will be attending the event, what kind of entertainment would you enjoy? Too many times, entertainment for an event is delegated to one person or a large committee without ever finding out if the guests will like it. Once you have decided what type of entertainment you are interested in, the next step is to find a reputable entertainment company, who books all sorts of professional caliber acts.  Entertainment companies or talent agencies as they are often called can provide you with an array of services, not the least of which is making sure the entertainer you book arrives at your event on time, courteous, and is professional in every way. Because an entertainment company lives and dies based on the acts that it books, they should only handle professional acts so it makes them look good when the client’s guests comment on how wonderful the entertainment was.

Once you have decided on an entertainment company that you would like to use, call them up and tell them about your event, and if you have a certain type of entertainer in mind, be sure to let them know that.  Also, let them know what kind of budget you will be working with, so you don’t waste time with a company whose prices are out of your budget. The entertainment company will then offer a couple of options for the type of entertainment you are looking for and the price range you are looking for as well.  Make sure the options you are given have either a photo and bio or a demo video of the entertainer that way there are no surprises. Talk over the options given to you with some of the people who will be attending the event. Once you decide on an entertainer, make sure you understand and read the contracts completely before signing anything.  A day or two before the event, make sure the entertainment company calls you to confirm the date and times, and if they don’t, make sure you call them so you don’t get any last minute problems the day of the event. The performer should show up on time, and even talk with some of the guests if they have the time. After the performance, ask the guests what they thought of the entertainment. If they come up to you telling you how great the entertainer was, you know you picked the right company and entertainer, so be sure to hold onto their number for future events. That’s really all there is to it. Follow these steps and you are guaranteed to have great entertainment at your next event.

Joshua Gair is the President of Impact Entertainment Services, a full service booking agency based outside Orlando, Fl where they book out all kinds of entertainment for their clients ranging from local acts to major celebrity stars.  He has worked with all types of companies ranging from Universal Studios, Walt Disney World, and many resorts and businesses all over the country. For more info, please email


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