Insights


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The Backup Plan

It’s the day of the event, and everything is ready. The food is ready; the layout is ready, the lighting and sound equipment are ready. There’s just one problem.

Your speaker canceled.
Having a last-minute no-show is one of the greatest fears of event planning. If you booked your speaker through an entertainment agency, chances are the agency will have a replacement on hand in the case of this exact emergency—but if you booked directly with the speaker, you are left at their mercy if they choose to cancel.

It’s a smart idea to have a backup plan. Here are a few ways to ensure that a canceled speaker doesn’t leave an uncomfortable silence at your event.

Include a Secondary Speaker in the Contract
You might consider including a clause in the conditions of your speaker’s contract: they must be accompanied by an associate who can provide the speech in their place if necessary.

Scout Out Local Speakers Beforehand
Long before your event, contact your event’s city convention and visitors bureau to build a list of potential local speakers you can fall back on should the need arise. You can also look at nearby universities for academic speakers who can present topics that coincide with your event’s mission and will be well-received by your audience.

Plan a Backup Activity
If no speaker is available, have a backup activity prepared to engage the audience and maintain their interest. Consider various teambuilding activities or a question-and-answer session with the moderator that will invite discussion on the event’s primary focus.

Check In With Your Speaker
Stay in contact with your speaker well before the event and be aware of any situations that may cause them to cancel. This initiative will give you fair warning if something might come up, giving you time to set those contingency plans.

Sometimes events don’t go as planned, and a speaker will be unavailable to present. Always make the proper preparations so you aren’t left scrambling to fill time when the unexpected happens.

Breezin’ Entertainment & Productions offers premier service that is sure to both relieve the stress of the entertainment and event planning process and guarantee that the entertainment that is provided exceeds all expectations. To book your next event contact a Breezin’ representative at 813-463-2272 today or visit https://breezin.com/

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Find Time To Speak With Your Guest Speaker

Now that the hard part is over, and you’ve finally found a guest speaker to perform at your event. The next step is to talk about the event with them. There’s nothing worse than the guest speaker being absolutely perfect on paper, but then when it comes down to it, they do a poor job.

With that said, don’t wait until the day of your event to meet with your speaker. Set up a consultation ahead of time to get to know whom you are hiring and to establish any requirements. Here are some useful talking points to discuss with one another.

Clearly Communicate Times
Some good talking points to discuss with the speaker includes how long you expect them to talk. It is important that you clearly communicate with the speaker the schedule of the event, and how long you need their presentation to be. You wouldn’t want them to be up there for too long or not long enough.

Also, talk with them about time frames and being flexible. Sometimes, things don’t go as planned and that you expect the them to be understanding of that. So clearly express that they must be flexible and okay with change.

Leave Time For Transitions
And if necessary, clarify with your guest speaker that you will leave time for the speaker to set up on stage, as well as, move to a different room for questions and feedback after the show. This all about giving enough time for everyone and making sure the event runs smoothly.

Be Aware Of The Time
Also, clarify with the guest speaker to be aware of the time. Even if it means making a clock visible for them to tell time, you want them to know the time when they’re up there. But if they aren’t comfortable with that, then discuss with them their method of keeping time. Ask about what techniques they plan to use, like if they have a watch or an alarm.

It also wouldn’t hurt to give the speaker a timekeeping device if they don’t have one. For example, a watch or stopwatch.

Look For Signals
Lastly, talk to the guest speaker about possible signals that you will use if the speech or performance goes over time. Especially, special eye contact that will be used. Because even the most experienced of speakers can run over or forget the time. A great universal sign is taping on your wrist to tell them they’re almost out of time.

Another type of signal you could talk about giving them would be one for wrapping up the speech or performance. For instance, putting up all your five fingers. This signal can mean they have five minutes left to wrap up their ideas.

So, however you choose to talk with your guest speaker, just don’t forget to have a conversation with them. Because it’s important to follow the rules of the game.

Breezin’ Entertainment & Productions offers premier service that is sure to both relieve the stress of the event planning process and guarantee that the entertainment that is provided exceeds all expectations. To book your next event contact a Breezin’ representative at 813-463-2272 today or visit https://breezin.com/

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Match With the Perfect Speaker

Hiring a speaker for your event is an important process, and it’s critical to do your research before making a decision. There are countless fantastic speakers available, but are there signs that the speaker you’re considering is the right fit for your event? Here are some characteristics of great speakers that you should be looking for.

They Share Your Vision of Your Event
What is the purpose of your event? Is it to inspire, inform, or entertain? Make sure you define what you want out of your event before you begin searching for the right speaker. This will allow you to both communicate your vision and hire a suitable speaker who can do the same.

They Know Your Audience
The right speaker will be interested in learning about your audience. Qualities such as age, level of education, and demographics are crucial for your speaker to craft a message that will resonate with your attendees, hold their interest, and ultimately achieve the vision you defined for your event. If the speaker isn’t willing to cater their speech to meet your audience, you should probably look elsewhere.

They Have a Social Media Presence
A great speaker has an engaged following on social media. This engagement is a sign that their content is healthy and meaningful. However, don’t be tempted to hire a speaker based on their popularity alone—their following should be similar to the demographic you’d like to reach. Keep in mind that a speaker’s age and gender don’t necessarily denote the type of audience they can inspire.

They Stimulate Interaction
No one wants to sit through a boring, one-sided speech. A great speaker will engage the audience and stimulate critical thinking, as well as facilitate conversation. This can tear down the traditional wall between the speaker and the listener, and leave the right audience extremely satisfied.

They Will Prioritize You
Be wary of a speaker whose primary focus is promoting their own business. Excellent speakers will go above and beyond to help you achieve your goals along with their own. Some of the best indicators of this are whether they are willing to co-promote other events and how well their preparations cater to your needs as an event planner.

They Fit Your Budget
Finally, the best speaker for your event is always the one you can afford. Hiring a speaker for free isn’t always the best option, and neither is overpaying. As your event grows, so too will your opportunities to hire speakers who may be currently out of your league. Chances are, there’s a speaker within your price range who meets all of your requirements. So do your research, ask questions, check out their following, and refer to their experience.

Breezin’ Entertainment & Productions offers premier service that is sure to both relieve the stress of the event planning process and guarantee that the entertainment that is provided exceeds all expectations. To book your next event contact a Breezin’ representative at 813-463-2272 today or visit https://breezin.com/

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Consider Working With An Agency When Hiring A Speaker

When your event calls for a guest speaker, you tremble at the thought. You think the hiring process will be long and daunting and no one will be good enough for the job. However, it is essential to research the different opportunities and resources available to you.

Meaning, although hiring a speaker directly is cheaper and an ideal option, however, finding someone can be time-consuming and stressful. Therefore, consider the possibility that it might be best to book through an agency. So, here are some of the reasons why you should work with an agency when hiring a guest speaker.

Agencies Are Experts
When you have made a detailed list of the type of speaker you want attending the event, trust an agency to choose a great match for you. All agencies are experts and only hire the best professional speakers. Do you want the audience members challenged, motivated, consoled, educated, inspired, or even energized? These professional agencies have them all; you just have to spend time and work with them to find the right one for your event.

Agencies are also going to ask you questions. This questioning is because they aren’t going to stick you with the next person available, so by asking questions about your event they also become your event expert.

Agencies Have The Contacts
Another reason you should choose to work with an agency is because an agency is more than going directly to a speaker you found somewhere. They can help you navigate through the thousands of professional speakers out there and find you the best-suited person for the job. This assistance doesn’t just save you time, it also gets rid of the uncertainty of hiring someone who is a stranger to your stage, and even guaranteeing positive results.

It is important to remember that these agencies have the best contacts.

They Aren’t Always About Money
Although it may seem cheaper to work directly with a single professional speaker, however, it is practically the same when working with a professional speaker through an agency. So, don’t worry that you might have to pay more going through an agent. This is because many professional speakers will put you through to the agent anyways since they are too busy themselves. Moreover, since agents book speakers on the daily, you will get the best rate possible as you would going direct. And on the plus side, negotiating with an agent is more straightforward and fast.

They Have Credentials And Are Experts
The final reason why you should consider working with an agency is because they have legitimate credentials and references. With that said, most agencies have websites that offer profiles of all the speakers. So with this, you can view their experience, read their bios, and get to know them before you meet them. These are the best credentials you can get.

Also, they are experts because they also offer testimonials. These are great for seeing if an organization will be a good fit for finding a guest speaker.

With that said, it is great to do all the hunting yourself, but with so much to plan you don’t have time. Eliminate that extra stress by working with an agency to find a guest speaker. It will be worth it.

Breezin’ Entertainment & Productions offers premier service that is sure to both relieve the stress of the entertainment planning process and guarantee that the entertainment that is provided exceeds all expectations. To book your next event contact a Breezin’ representative at 813-463-2272 today or visit https://breezin.com/

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Don’t Forget to Set Up Sound Equipment

Music is a wonderful complement to a dancer’s event entertainment performance, but it does no good if the sound equipment is not set up properly. Ideally, all of the audio and any other technical systems that need set up should be ready before the dancers ever arrive to the venue. This will help ensure a seamless performance for your guests.

The dancers will provide you with whatever music or audio files they plan to use for their performance at your event. While this is typically done electronically, for some performances you may be given a CD. In whatever format the music is given to you, you should begin preparing very early to have the proper equipment at your venue to in preparation for the performance.

Many venues come equipped with AV equipment, including speakers, projectors, CD players, and even laptop computers. In preparing for your event, you should take note of what equipment the venue is providing and what equipment you will need to provide yourself. Start this process well in advance of the event day, so you don’t have to scramble last minute trying to find the proper equipment.

Unfortunately, just because you have all the necessary equipment doesn’t mean it will work. Even if you have tested the equipment at home or in the store, it is important that you test all of it in your venue, as early as you can. This will not only ensure that all of the equipment is in working order and compatible with the venue setup, but it will also give you a chance to practice getting everything up and running before the performance actually takes place.

If you have any trouble getting any of the equipment to work, can’t get the music to play, or unsure of how to use a particular device, contacting a tech expert before the event is a smart move. Don’t assume that just because you can use an iPhone or your personal computer without assistance that you won’t need any to use the possibly complex bits and pieces needed to play music and project it to guests in every corner of your venue. AV equipment can be quite confusing; there is no shame in asking for help!

Once you have functional equipment and are prepared to set everything up, keep in mind that doing a test the day of the event is still the best course of action. You should perform this audio test before the performers arrive and well before the guests arrive. This will give you plenty of time to sort out any glitches and will allow your dancers to show up and rehearse to their music without any issues.

Breezin’ Entertainment & Productions offers premier service that is sure to both relieve the stress of the event planning process and guarantee that the entertainment that is provided exceeds all expectations. To book your next event contact a Breezin’ representative at 813-463-2272 today or visit https://breezin.com/

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Make Sure the Floor Type/Stage is Right for Your Dancers

You can’t book dancers to perform as event entertainment without thoroughly preparing your venue for the performance. Even haphazard preparation could result in unhappy performers and guests, injuries, or a disastrous performance.

While preparing the performance space in general is an important step in preparing for your dancers to perform, the material and thickness of the floor or platform where they will be performing is very crucial to the performance. Some dancers require a specific type of floor to perform their signature act. For the performers, this is not just a suggestion, but is also a vital component of their act; they cannot perform without the right flooring, so it is imperative that you book a performer who can dance at your venue.

Why is the floor so important? Some surfaces may be too slippery and therefore dangerous for the dancers, while other surfaces, like carpet, aren’t conducive for successfully performing dances of any nearly any style. The dancers might also require a stage or raised platform for the routine they have prepared.

This is one reason why close and clear communication with your dancers or their talent agency before you ever confirm your booking is extremely important to the success of your event. In the initial shopping process, you should be very detailed in explaining the venue and event performance space to the talent agency, so they do not set you up with a group of dancers or an act that will not be able to properly execute their performance in the space you have designated for them.

If you aren’t sure how to best describe or communicate the style of flooring or stage setup that is in place at your venue, invite the dancers or agency representatives to take a tour of the space to ensure it is a good fit. If they decide the space will work if certain accommodations are made, communication remains a particularly important part of your working relationship with these individuals.

In some cases dance groups or their representative agency may be able to provide their own flooring or stage accommodations, but if they cannot, making these changes on your own can get very costly. If you are unable to make the necessary changes to the space because of venue policies or budget restrictions, you can ask the agency what dance groups, if any, will be able to work with the space you have. If they cannot provide you with any alternative performers, continue you with your search.

It may seem painstaking, but ensuring that your dancers and all the elements of your available performance space, especially the flooring, are compatible is paramount to securing a successful and entertaining performance at your event.

Breezin’ Entertainment & Productions offers premier service that is sure to both relieve the stress of the event planning process and guarantee that the entertainment that is provided exceeds all expectations. To book your next event contact a Breezin’ representative at 813-463-2272 today or visit https://breezin.com/

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Be Aware of Any Special Requests

Dancers and event entertainers sometimes use props, such as handheld objects or torches, or may have another specific need, dependent on the venue setup, the nature of their performance, or the length of your event. If the dancers happen to need something for their performance that you can arrange for ahead of time, it is important to make these accommodations, since the dancer knows best what setting he or she performs best in.

Individual dancers and dance companies specialize in combining their body, some type of music or rhythm, and their environment to captivate audiences and create or change the mood at an event. While these troupes might specialize in a particular type of performance, many professional dance organizations are skilled in a wide variety of performance types and will be willing to work with you to tailor their performance specifically to your event.

While dancers and their managing staff will often do their best to meet your special requests, the one thing they require and will not be able to compromise on is ample space at the event venue. No matter what type of dance is being performed or how many dancers are performing, the beauty and mystery of a dance performance is executed by moving around a space. If you don’t have a very big amount of space for entertainment at your event venue, a dance performance might not be your best option.

Other things that dancers or dance troupes typically require are a clean, clear, and flat performance surface, lighting and sound equipment, and a private, secure place to change and relax both before and after the performance.

General and specific needs for dancers vary from group to group, and possibly even from one performance to the next. You should be in close contact with the event entertainment you have booked for your event months or weeks before the event to get a clear understanding of what they expect from the space and what special requests or need they may have. Often, dancers or their managing staff may ask to do a walkthrough of the space prior to your event to be sure that everything will work well for the dancers and their performance in your venue.

Dancers may ask that you remove certain furniture or situate the furniture in a room in a certain manner so that the audience can have the best possible experience during the performance. Additionally, while many dance troupes will bring their own props, if their performance has an interactive component, they may ask that your provide each audience member with a small prop like a light or noise maker, to further elevate the audience experience.

Finally, dancers who will be performing more than one act or have a very physically demanding performance planned may ask that you provide them with refreshments, snacks, linens, or small toiletry items that will help them recover from the performance. Even if the dancers don’t request drinks and light food options, it is always polite to offer these amenities to the performers either before or after their act.

Breezin’ Entertainment & Productions offers premier service that is sure to both relieve the stress of the event planning process and guarantee that the entertainment that is provided exceeds all expectations. To book your next event contact a Breezin’ representative at 813-463-2272 today or visit https://breezin.com/

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Budget the Time You Want Your Dancers to Perform

Dancing is a very captivating performance art, but the amount of time the audience is exposed to the performance plays a role in how much they will enjoy it. If the performance is too short, the audience will be left unsatisfied. If the performance drags on too long, the audience will grow bored. Therefore, you must find a sweet spot, to make sure that your guests leave your event feeling entertained and impressed with the performance.

There is no one answer to how long an in-event performance should be. You have to consider a number of different factors in coming to a decision; but, in general, you don’t want a performance that is shorter than tow minutes or that lasts longer than 10, unless the performance is the central reason for hosting the event.

Consider the nature and scale of your event. You should look at how long your event will last, how many guests will be attending your event, and what the reason is for hosting the event. If you are hosting event entertainment that will last many hours or one that will be demanding on guests mentally or physically, a longer performance can be a nice break from the other scheduled activities. At an event that will be only an hour or two in length, a longer lasting performance may seem to take away from the purpose of the event.

If you are worried about losing the audience’s attention with a long performance, but want to keep them well entertained throughout a daylong or several hours long event, consider planning a few different short performances. This way you can both give your guests a break from the other event entertainment activities and keep them entertained throughout.

Think about your guests and why they are coming to your event. Even though guests from many different professions, walks of life, and social circles will find a dance performance captivating and special, unless they are heavily involved with the arts or are at the event to celebrate a dancer or dance troupe, a very long performance is probably not their main reason for attending your event. Try to arrange for a performance that is an appropriate length and will keep everyone interested.

You may not have a precise idea about how long the performance at your event should last, even when looking closely at the other details you have planned. It is a great idea to talk with the dancers and the talent agency you have worked with to get help in making this decision. Talk with these professionals about the length, timeline, and purpose of your event, and ask them what they think would work best.

While you may need to sway the agent’s opinion or come to a compromise with them in some cases, they have plenty of experience sending dancers to events of all shapes and sizes, and are usually your best resource in making decisions about the performance itself.

Breezin’ Entertainment & Productions offers premier service that is sure to both relieve the stress of the event planning process and guarantee that the entertainment that is provided exceeds all expectations. To book your next event contact a Breezin’ representative at 813-463-2272 today or visit https://breezin.com/

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Keep Your Budget in Mind When Booking Dancers

Dancers are mesmerizing, but their services come at a price. It is very easy to be tempted to overspend on booking promising dancers to perform at your event, but cheaper alternatives may be available and should always be considered in order to stay within your overall event budget.

In preparing to host an event of any scale, much of the planning stage should be dedicated to developing a well thought out and realistic budget. Your commitment to stick to this spending limit will help you host an effective, exciting event without breaking the bank—a goal all event planners aspire to achieve!

Entertainment is one area of the budget where it can be very easy to overspend. This is in part because many people have absolutely no idea how much money quality entertainers cost, especially if they have never planned an event before. If this is true for you, you should dedicate a good chunk of time to figuring out what level of entertainment you can afford and adjust your expectations accordingly before beginning your search for entertainers.

If you have decided that dancers will be the perfect entertainment component for your event, the easiest way to seek out qualified, professional dancers is to work with a talent agency. In this case, you can be very clear about both your expectations for performance and price. Communicate to the agent you are working with that budget is very important, and while you want to book quality dancers, you are only interested in those within your price range.

By being upfront about your budget and intentions to stick to it, you should be less tempted to stray towards higher level dancers that cost more than you can afford to spend. These dancers may have more training, be well known from their performances in television shows or movies, or simply have the reputation for putting on an amazing show. No matter what drives their booking price up, consider what is most important to you and your event.

If dancing is not the central theme or purpose of your event, it will not ruin your event to make some concessions when it comes to which dance group, dance style, or performance length you settle on. A smaller group, shorter performance length, or less unique style will likely cost you less money than more grandiose options and will keep event costs within your set limits.

Keep in mind that the booking cost is likely not the only money you will shell out on performers, though. You should at the very least provide them with drinks and maybe light snacks or meals, which will cost you money. The dancers will also need a spare room to change and prepare for the act, which could be an extra cost from your venue. Finally, any special needs or additional equipment the performers require will add to their booking price. These costs can add up, but as long as you are mindful of both your budget and spending, you can stick to the plan and present your guests with a special performance.

Breezin’ Entertainment & Productions offers premier service that is sure to both relieve the stress of the event planning process and guarantee that the entertainment that is provided exceeds all expectations. To book your next event contact a Breezin’ representative at 813-463-2272 today or visit https://breezin.com/

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Choose the Right Dance Style for Your Occasion

The style of dance is an important factor to consider before hiring a performer. While for some event entertainers, like themed affairs and cultural specific celebrations, guests will have a clear expectation for the performance portion of the event, the performance style at many general events and celebrations is really open to whatever the host or event planner has in mind.

When deciding on a performance style, your best course of action is to keep your audience at the forefront of your mind, and choose a style that you think will resonate best with them. Take into consideration the age of the audience, any commonalities your guests may have with one another (think profession, culture, or hobbies), and the reason your guests are attending the event. Knowing the dancer’s audience is as important as knowing the dancer, and can help ensure that the audience gets the best performance experience possible at your event.

You should also keep in mind the theme or style of your event and the many details that will dictate that overall style, before settling on a specific performance style. If you are throwing a luau, roaring 20s celebration, or Bollywood bash, you and your guests likely share the same expectations for the performance style, costumes, and props. While themed events are somewhat easier to plan for, less specific themes or event styles can also help you choose the direction the performance of your event should take.

For example, a lively celebration that will feature bright décor and loud music would pair nicely with an energetic performance by dancers in fun costumes. On the other hand, an evening fundraising event benefitting an emotion-evoking cause or group, may benefit from a slower, more serious performance that connects the audience back to the purpose of your event.

While the options for the choosing an event entertainment style are almost limitless, so are the options for performance style. It may seem overwhelming, but there are people you can turn to for help. Before setting your mind on a particular performance style, contact a talent agency, who can connect you with an experienced talent agent or representative. Communicate with this professional on the details of your event and how you envision the performers will complement the style, décor, and purpose of your event. The talent agent should be able to make recommendations on performance style and group size, or may even have a very specific dancer or performance number in mind for your event.

Collaboration with your team, your guests, and experienced talent agents, can help make a huge decision, like performance style, much easier to make. Making the right decision in this area will elevate the success of your event and give both your guests and performers a great experience.

Breezin’ Entertainment & Productions offers premier service that is sure to both relieve the stress of the event planning process and guarantee that the entertainment that is provided exceeds all expectations. To book your next event contact a Breezin’ representative at 813-463-2272 today or visit https://breezin.com/