Top tips for booking your New Year’s Eve party entertainment.

18/09/2007

The venue is sorted and you have the budget organised. Invitations have gone out and everyone is starting to look forward to the New Year’s Eve party.

But, what about the entertainment? Having entertainment can mean the difference between a quiet and possibly unmemorable New Year’s Eve party and one that people remember for years to come.

Here are a few pointers on how to book the entertainment.

Firstly, think about the type of entertainment you would like to have at the New Year’s Eve party. A tribute band, DJ, dance band, something more special (a clown or entertainment you do yourself.

Once you know what type of entertainment you want research the different entertainers in your area. Get feedback from friends and family and speak directly with the entertainment group to get specific costs and charges. Do they have special packages or discounts? Do you have to feed them too? Is there a minimum time they have to be at your venue for and are the travel costs included or are they extra?

The next thing to do is to visit the entertainer(s) and watch them live if you can. If that isn’t possibly ask them to send you a demo tape for you to listen to and check out their history. How long have they been entertaining for?

A couple of weeks before the New Year’s Eve party make sure that the entertainment group is aware of the time that they will arrive at the venue. Make sure that you have discussed with them the details of the set up (how long), when they will take breaks and their attire. Their dress should match the theme of the party or the type of atmosphere you are trying to create.

When organising your venue ensure that you can have entertainment at the site. Check with the venue that they have enough power to supply a sound system and that they have an entertainment license. Also, ensure that you have checked out the noise level limits for that area. Ask the venue if there is any equipment that they can supply like extra extension leads or will you need to supply this.

When booking the entertainment check what their postponement or cancellation policy is and the deposit required to secure the booking. Make sure you are aware of when the balance of the payment is due and if VAT is included. Get a contract in writing that includes the dates, times and details of the entertainment.

In regards to song choice and music ask the DJ if they have a predetermined list or can people give requests during the evening?

If you have chosen a DJ for your New Year’s Eve party get references and a contract from them and again check them out live if you can. Discuss with them the venue that you are holding your New Year’s Eve party and the age groups that will be there. Make sure that the DJ can accommodate the different age groups and the type of atmosphere you are trying to create. Also, ensure that they can work with the other parts of your New Year’s Eve party such as the venue (for set up) and photographer. Check they can supply lighting and sound equipment (and dance floor, if needed) and that they have back up equipment if something goes wrong.