Event Entertainment Booking Checklist: 25 Questions to Ask Before You Sign

Most entertainment problems on the day of an event could have been avoided with one question asked weeks earlier. Use this checklist with any artist or agency before you confirm a booking.

The artists

Who exactly will perform? Names and roles of every member.
How were they verified (identity, documents, live skills)?
Can I see recent live footage, not only edited videos?
Have they performed at similar events, and can I speak to a reference?
Which languages and styles can they perform in?

Schedule and format

What time do they arrive, set up and sound-check?
How many sets, how long, and when are the breaks?
Can they cover several moments (ceremony, dinner, party)?
What is the repertoire, and can we request specific songs?
What is the dress code?

Technical needs

What does the technical rider include?
Do they bring sound and lighting, or does the venue provide them?
How much space and power do they need?
Does the venue have sound limits or a music end time?
Who is the technical contact on the day?

Logistics and paperwork

Who pays for and books flights, hotel, transport and meals?
Do the artists need visas or work authorisation for this country?
Does the event need a permit, and who applies for it?
Is there insurance for the performance and equipment?
Who is the agency's contact person on the day?

Contract and backup

What exactly is included in the price?
What is the payment schedule?
What happens if the artist cannot perform, and who is the substitute?
What is the cancellation policy for both sides?
Is everything above written in the contract?

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Frequently Asked Questions

What should I ask before booking entertainment for an event?

Ask who exactly will perform and how they were verified, the schedule and set lengths, the technical rider, who handles travel, visas and permits, what the price includes, the payment and cancellation terms, and what happens if an artist cannot perform.

What should an entertainment contract include?

Artists and roles, dates and schedule, set lengths, technical requirements, what each party provides, travel and accommodation, total price and payment schedule, cancellation terms and a substitution plan.

How far in advance should I book event entertainment?

At least 4 to 8 weeks for standard bookings, and 6 to 12 months for peak-season weddings or international artists.

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