Booking Entertainers for Special Event Programming

Many of us have the opportunity to book entertainers for programs at our libraries and I am betting have some good and bad tales to tell. I always start off with the best intentions in terms of calling references, making sure I have signed contracts and plans for follow-up the week before the event. Knock on wood; I have always come out pretty well – even when those things didn’t occur. But, last summer I got a new perspective on the whole idea of hiring someone to come and entertain for payment when I took a program of my own on the road to 10 libraries. It was a great experience and my hosts were all wonderful – nothing went awry but being on the other side made me wonder how many details I had neglected in booking library programs. This is the part where I give my disclaimer – I am not a report person, I am a creative soul and I often wing the tiny details. It’s worked for me for 30 years, so I go with it. Do as I say — not as I do!

For those of you new to the concept of hiring performers or for those that just need some good advice, I do have some words of wisdom and I picked the brain of one of our local entertainers who does hundreds of shows for his advice. Here are ten tips we came up with:

1. When booking programs be sure to start early. You’ll have more success getting the programs you want the earlier you begin. As soon as you have a program idea or know the theme you will be working with start brainstorming who might be a suitable guest.
2. Identify the entertainers you would like to bring into the library and what you hope they will provide for the children and families. When seeking out entertainers always ask for references and call those if possible. If feasible try to book someone that you have seen or at least that you know has performed at another library. If there is a performers’ showcase in your area try to attend so that you can see them perform in person. Some state libraries or local consortiums have compiled recommended lists of entertainers. Use schools, parents, and other agencies working with children in your vicinity to identify local performers. Be sure to find out if you need to get a background check done — this is becoming more important and not something most libraries currently do.
3. Be prepared with all of your questions and information before you make contact. Remember that YOU are hiring THEM and you should be able to negotiate some of the details.
4. Check with other libraries in your area for interest in sharing a performer on the same day — it gives you negotiating power. Beware, this is a fine line — you can get caught in trying to get the best price and end up becoming a booking agent for the performer. Be sure to ask if mileage is included in their fee.
5. Pick several dates if possible so that you are prepared if they are already booked. If you are ready with alternatives it saves the back and forth phone calls or emails and your time in the long run.
6. ALWAYS use a written contract. Prepare a contract ahead of time that includes date, time and length of show, the physical address of the show location, contact information and any special arrangements needed. List the agreed upon fee and when that will be paid. If you need personal information like home address, social security number or tax ID include a place for it on your contract. Give your expectations for arrival time. Note the ages and number of children or families you expect will attend. Sign it, send it and give a deadline for it to be returned. Spelling everything out ahead of time will eliminate any surprises for you or the entertainer. Call entertainers a week ahead of time to make sure everything is still as planned.
7. Most times payment is expected to be received on the day of the program. Some performers do require half of the fee upfront. Remember this is their livelihood and you need to stick with whatever you have agreed upon. Having to follow-up on payment that will be sent at a later date is just one more thing for them to worry about and unfair if they have performed as promised.
8. Be prepared when the entertainer arrives. If special arrangements like room set up, tables, a sound system, etc. have been agreed upon make sure those are in place.
9. Have a back-up plan. As we all know, life happens. If for some reason a performer cannot make the performance you will be madly trying to inform patrons. Create a fill-in program to use in case of emergency. It may not be what the crowd anticipates, but at least they were entertained and coming to the library only to be turned away is disappointing for all.
10. Evaluate. At the end of your program collect any data you need. Comments from patrons, reaction to the entertainer, interactions with the kids all should be noted. Ask yourself, “Would I hire them again?” Share your information with colleagues to create a working network that will make the whole process easier.

Many of you will have more tips to add — so please do. Most of this, like much of our job, has to be learned from experience. Hope you are willing to share!

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Our guest blogger today is Tami (Chumbley) Finley, Youth Services Manager at Bettendorf Public Library in Bettendorf, IA  Tami can be contacted at Tfinley@bettendorf.org

If you’d like to write a guest post for the ALSC Blog, please contact Mary Voors, ALSC Blog manager, at alscblog@gmail.com.