What do you need to know about subcontracting variety artists and event performers?

Your event’s attractions can make or break your event. Audiences return annually to successful events. Events can hinge their success oftentimes on a variety performer, strolling entertainer, or stage act and those special moments. No audiences enjoy waiting 30 minutes after a show was supposed to begin. It’s the small details that can hold up the show.

Magic shows, juggling shows, comedy acts or the sideshow artists doing balloon art, face painting, airbrush painting, cartoon art, and fortune telling are your event’s attractions. These can create photo opps for families, bring big laughs and fun memories. They can also make or break your event without careful preparation. Your event planning and coordination of these major players in advance will benefit the outcome of your event.

Managing variety artists for events is like herding cats. I’ve done it for over 20 years. It’s been a fun roller coaster ride, and I’ve learned a ton on how to turn events into a successes. Naturally, a happy performer is a strong performer and a great attraction.

Note that experienced entertainers have the upper hand on creating a far better event. New performers and amateurs may fit your event budget better, but they won’t have the wealth of experiences that others do. An experienced performer means that they’ve been there before – they’ve already experienced the craziest and most challenging situations at some point in their careers. Newbies absolutely won’t shine when the stuff hits the fan. Examples? An unexpected audience member crosses the stage and interrupts the performer’s routines. Or an argument breaks out in the customer line for face painting. It’s worth paying a bit extra for the experienced performer who won’t get knocked off course by the unexpected.

What are the issues that most often occur? The following areas should definitely be attended:

Long Lines

Your patrons may complain at a lot of things, but will often get irate when they don’t get what they expected at the event. Entertainment zones with airbrush tattoos, face painters, balloon artists, cartoon artists, and fortune tellers all get very long lines because of their attraction. If the lines are not managed by the client, this could create some loud complaints. The artists are busy entertaining with their hands full, and often can’t manage their crowds at the same time. It’s at the end of the event when most event staff, performers, and patrons are tired, and that’s when the complaints come out. Well-managed lines don’t get the irate complaints.

Equipment

Though the professionals have done their routine hopefully thousands of times, oftentimes there is an equipment fail or a forgotten item. Some performers can work 3-5 different events in a day, and might not do well at small details. Most performers keep backup items in their cars, but if they don’t have close access to their car, a problem might occur for their performance. This could create delay or slowdown for the timeline of your special event. Having emergency items will always be helpful, such as water, aspirin, bobby pins, safety pins, duct tape, etc.

Musical Soundtracks

Performers may have background music to play. Playing off an iPhone or iPod can be the easiest format to play the entertainer’s music tracks, but not all venues can handle this. A second option is a music CD, and most venues can work with this format.

The last minute is not the best time to finalize any of these details. No one likes to hear a scratchy soundtrack or a microphone that is giving feedback. Working out any of these details with advanced preparation will help the event go much better.

Food, Sustenance, and Parking

Most performers are often running between events. A happy performer is one who is fed and watered! Could you imagine running non-stop between several places yourself? Performers can only be so strong against natural forces. The worst that comes around is when they all converge at the same time (think Bermuda triangle), such when the performer can’t find a place to park, they are late, hungry, and they have to pee. They probably won’t have a good show that day, right? It happens more often than you think.

Yes, everyone on the event support staff can have these same problems but here is the difference: performers will have a crowd waiting for them to start, and a crowd will be around afterwards, still wanting more when they are attempting to finish their performance. Special artists and performers should be treated differently, and your event will show the difference. Your event will run most smoothly when the planning team can aid their transitions at the beginning and end. It’s best to not have the performers all huffy and sweating if they have to rush around to be in the right place at the right time. A great performance does not begin with the artist carrying their supplies having parked five blocks away.

Mics and Sound

The venue may not have the proper mic or mic stand. Some performers work with them often, but might not carry their own sound equipment. Portable Lavalier mics or hand-held mics can be good choices, but the entertainers often have a preference. Many performers need their hands free to do their entertainment for others. Again, if these details are not prepared in advance, your event may experience a delay.

Overtime

It’s well-known and understood that events run late. Schedules run late. If the performers have to wait hours for your schedule to open up, then their time should be covered. If artists have to work through a long line of patrons and it requires extra time, they should be compensated for it.

Preparation

Advanced preparation is the name of the game with event performers. Special events are notorious for small details that need attention. All of your time and efforts will pay off for a successful event.

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Photo credit: flickr.com/photos/sergiu_bacioiu

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