Working With Your Venue Coordinator on Entertainment

Your venue coordinator knows the building better than anyone. Bringing them into your entertainment plans early avoids most of the problems that happen on the night.

What to ask the coordinator

1. Access: where can the act park and unload, and are there stairs or a lift?
2. Set-up time: when can the act get into the room, and is it in use earlier in the day?
3. Power: where are the sockets near the performance area?
4. Sound: is there a sound limiter, and at what level? Read sound limiters explained.
5. Curfew: what time must music finish, and when must equipment be removed?
6. Room turnaround: if the room changes from dinner to dance floor, how long does it take?
7. Documents: does the venue ask for public liability insurance or PAT test certificates?

Share the answers

Pass the coordinator's answers to us when you book, and we'll brief the act. It's much easier to solve a problem a month before than on the night.

Introduce the act to the coordinator

Give the coordinator the act's name, arrival time and vehicle details. Give the act the name and phone number of the person who will be on duty on the day. That's often not the coordinator you've been emailing.

On the day

The duty manager usually takes over from the coordinator. Make sure they have a copy of the running order, including set times and breaks, so meals and announcements don't clash with the music.

When the venue has rules about acts

Some venues have a list of approved suppliers or extra rules for outside performers. Ask early, before you commit to an act.

Quick answers

Should the act contact the venue directly?

It can help. With your permission, we can share contact details so they can confirm access and timings.

What if the venue has its own DJ?

Ask how the DJ and your act will share the space and equipment.

Next steps

Use our booking confirmation checklist, then send us your details.

#venue coordinator#event planning#wedding planning#venues