Booking an entertainer is usually the fun part of planning an event, but it is also the part where a missed detail can cause the most trouble on the night. A singer who needs a 13-amp socket that turns out to be on the other side of the room, a band that can't start until after your venue's sound curfew, or a set that clashes with the buffet: all of these are easy to avoid if you ask the right questions up front.
Here are the questions we suggest you ask, grouped by topic. Some are for the act or agency, and some are for your venue.
About the act
1. Can I see them perform?
Video is the minimum. Look for live footage rather than a polished studio recording. If the act has a public date coming up, go along. Most acts on our site have videos on their profile pages.
2. What kind of music do they actually play?
"Party band" or "vocalist" can mean very different things. Ask for a sample set list and check it against your guests. A singer whose set leans heavily on swing may not be what a crowd expecting chart hits has in mind.
3. Can they tailor the set?
Many acts will happily drop songs that don't suit and add requests. Ask whether they can learn a first dance or a special song, and how much notice they need.
4. How long do they perform for?
The usual pattern is two sets of around 45 minutes, or one 60 to 90-minute show, but it varies. Check how the timings fit around your meal, speeches and finish time.
5. Do they provide background music between sets?
Most self-contained acts will play recorded music during breaks so the room never goes silent. It's worth confirming, especially if you haven't booked a DJ.
Equipment and space
6. Do they bring their own PA and lighting?
Most of our acts are fully self-contained. Some larger bands bring a full light show; some solo acts keep lighting simple.
7. How much space do they need?
A solo vocalist may need only a few square metres. A six-piece band with a drum kit needs much more. Ask for approximate dimensions and compare them with your venue's stage or dance floor.
8. What power do they need, and where?
Usually one or two standard sockets close to the performance area. Ask your venue where those sockets are, and whether they are on a separate circuit from anything else.
9. How long is set-up and sound check?
Solo acts can often be ready in 30 to 45 minutes. Bands can take an hour or more. Make sure the room will be free when they need it, which can be tricky at weddings where the room is turned around after the meal.
10. Do they need a changing area?
Tribute acts especially may change costume during the show. A private room nearby makes a big difference.
About your venue
11. Is there a noise limiter?
Some venues, particularly hotels and listed buildings, have sound limiters that cut the power if a set level is exceeded. Find out the limit and pass it on, because it may affect which acts suit.
12. What time does live music have to finish?
Many venues have a strict curfew. Work backwards from that time to plan the sets.
13. Where can the act park and unload?
Long carries up stairs or across a car park add time. Ask whether there is a loading door or a lift.
14. Does the venue have any rules about entertainers?
Some venues ask for public liability insurance details or PAT testing certificates for electrical equipment. Ask early so the paperwork can be sorted before the day.
Money and paperwork
15. What exactly does the quote include?
Check the performance times, travel, equipment and any extras. We quote every event individually because fees depend on the act, date and location.
16. Is a deposit needed, and when is the balance due?
We usually ask for a deposit to secure the booking. Make sure you know how and when the balance is paid.
17. Will I get written confirmation?
You should always have the date, venue, times and agreed details confirmed in writing.
On the night and contingency
18. Who is the contact on the day?
Give the act a named contact at the venue, and make sure you know how to reach the act if they are running late.
19. What happens if the act is ill or their van breaks down?
This is where an agency earns its keep. Our emergency letdown service runs 365 days a year, and we work to find a replacement, often the same day.
20. Can they help with anything else?
Some acts can compère, make announcements, run a quiz or provide a DJ set. Some speciality acts, such as the Singing Waiters, are designed as a surprise. Ask what extras are possible.
Make your answers work for you
Once you have the answers, put them into a simple one-page plan: timings, contacts, power and space notes, and any special requests. Send a copy to the act and the venue. That one sheet prevents most of the problems we see.
If you would like us to handle these checks, send your date and venue through our quote form. We'll match acts to your event and confirm the practical details with you. You can also check who is free on your date with Check your date.
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.
