Event Planning Chapter
Main Topics
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The following issues should all be detailed in the written contract:
- What is the financial responsibility of the entertainment provider
if they are unable to perform (do card tricks replace a vanishing
lady and tiger, if the magician has as an equipment
issue?) as specified? Will they provide a full or partial refund
and replace any revenue loss to the event’s organizers?
- What are the set up, rehearsal, and show times?
- Are the entertainers booked before or after the event, as this could
create scheduling issues?
- What equipment
is needed (audio/visual,
generators, staging, etc.) and who will provide it (the venue, the
event
organizer, or the performer)?
- Do they have specific parking needs or require extra staff to help
with off-loading and reloading equipment?
- Do they need dressing rooms, and how are they to be stocked (along
with meal requirements)?
- Will they be drinking alcohol (preferably not)?
- What are the break times? Will they do an encore, if requested?
- Are they insured for liability to themselves, guests, equipment,
and the venue? If not, the event organizer will want to make it part
of the overall event insurance policy.
- What is the act schedule, song list, policy toward requests, etc?
- How will they be attired? Are they willing to dress according to
the event’s theme or dress code?
- What are contact numbers in case of emergency (include home, business,
cell numbers for contractors and their manager)?
- Will the performers allow the event sponsor’s banners and/or
logo on the stage?
- Will the performers be available for mingling/photo ops following
the show? If yes, for how long, and will they agree to photographs
and/or auction signing?
- Less traditional entertainment
will require other contract clauses. For example, a contract for a
fireworks display may specify that key incendiary specialists are
present to supervise the show. An event with a casino
or carnival may insist that the company providing the equipment
have backup generators available.
| Ottawa Conventions.com
Event Planning 101
Chapter 8: Entertainment, Tourism, & Concierge Services
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