You've booked a great act. Now it's about making sure nothing gets in the way on the day. This checklist covers the details that most often cause problems.
The week before
- Confirm the act's arrival time, set times and finish time
- Send the final running order to the act and venue
- Give the act a contact name and number for the day (not you, if it's your event)
- Check the venue address and postcode, especially for rural venues
- Confirm parking and the nearest entrance for loading
- Tell the venue the act's name and arrival time
- Settle any balance due before the day, as agreed
The performance area
- Space cleared to the size agreed
- Power sockets close by, not shared with urns or heaters
- Sound limiter level known, if there is one
- A table or riser if needed
- Clear, safe route from the car park
For the performers
- A changing area for tribute acts and bands
- Somewhere to store cases
- Any meals or refreshments agreed
On the day
- Your contact meets the act and shows them the room
- The venue confirms timings with the act
- Speeches, food and cake happen as planned, or the act is told of changes
- Someone checks the act has what they need before the first set
If plans change
Running late is normal. Tell the act as soon as you know, and agree what to do. Most acts can shorten or shift a set if they know in time, but finish times are often fixed by the venue's licence.
Quick answers
When should the act arrive?
It depends on set-up time. Solo acts may need less time than bands. Agree it in advance.
Who should talk to the act on the day?
A nominated contact, so the host can enjoy the event.
What if the act is delayed?
They or we will contact your nominated person. Keep phones on.
Questions?
Contact us any time before your event.
Ready to find your act?
Flair Entertainments has been booking entertainers for clients across the UK since 1984. Send us your date, venue and the kind of night you want and we’ll come back with acts that suit.
