It’s not hard to find great entertainment – you just need to identify the type of entertainment you’d like, make an offer, and sign a contract, right? Well … not quite! Each event is unique, and being an HOA, there’s likely a set budget to work with.
If you’re the board member or committee member in charge of finding entertainment for your next HOA event, you’ll want to avoid some of the common obstacles associated with booking entertainment. To help you in this process, we’ve put together some helpful guidelines:
Identify the event and the type of entertainment needed for that event
The fastest way to throw money away is to book someone who isn’t the right fit for your guests or the event itself! You need a clear picture of what you want the entertainer to do during the event. Be clear and concise.
Figure out the budget before you begin your search for entertainment
By realistically identifying what you can spend on the event’s entertainment, you will likely eliminate a number of possibilities. The flip side to this is that you won’t be wasting your time (or an entertainer’s) by searching fruitlessly for entertainment that breaks the budget!
Plan well in advance and always have a backup in mind
Finding the right entertainment while keeping within budget can be a tricky road to navigate – that’s why it’s always a good idea to have a backup plan in mind in case the entertainer is not available on the date requested, or in the event of an emergency cancellation on their part.
Do your homework before presenting information to the rest of the board
Once the event and type of entertainment has been identified and decided upon, do some research and compile a list of possibilities. Start making calls to local entertainment agencies or professionals, whether your entertainment will consist of a cover band, an impersonator, comic, magician, clown, or even pony rides. Inquire about fees and availability, note any special offers or discounts, and quickly get back to the entertainer if you are even slightly considering using their services.
Negotiate!
Once you’ve figured out your budget and narrowed it down to an entertainer that your HOA can afford, try to negotiate the fee. Never make your best offer right off the bat! Take 10-20% off the total amount you have available to spend and use that as an initial offer. This could give you a little wiggle room for negotiation. Many entertainers will make concessions if you’ve demonstrated a seriousness about working with them and have clearly explained your situation. (Keep in mind that a great entertainer in high demand will most likely reject any offer that is less than their standard price.)
Get it in writing
Once you’ve found the right entertainer, lock down the date by paying your deposit. Be sure to get everything in writing; this will eliminate the possibility of a last-minute cancellation, unmet expectations, and potential conflict in the future. A contract should specify the event, location, date, time, all fees, and specific details about the type of entertainment to be provided.
Prepare in advance for the entertainer’s needs or requirements
If a stage area is requested for a band to perform on, or a large, flat parcel of land necessary for a pony ride, be sure that you can accommodate this to avoid any issues on the day of the event.
Planning an event for your HOA and booking entertainment can be a big undertaking, but it is also a lot of fun! The anticipation, planning, and comradery between neighbors can be very gratifying, and by following the above guidelines and carefully planning your next event, you can avoid many of the pitfalls associated with hiring entertainment for a successful community event.
This is the season to host large community events within your HOA, and we wish you success as you plan your next event!
