You have an event to plan. And whether it's a corporate awards gala for your work, a high-stakes product launch within your industry, a wedding, or a milestone birthday bash—your entertainment is everything. It's not just a detail on your checklist. It's what sets the mood, drives the energy, and makes your event unforgettable.
Here’s the reality: if your entertainment falls flat, the whole event feels off. Guests check their phones. The dance floor stays empty. The energy fizzles.
But when it’s right? It’s the difference between guests staying an hour… or staying all night.
So how do you make sure you’re booking the right talent? Let’s walk through it.
Insight 1: The Right Entertainment Starts With the Right Audience
Before you book anyone, know who you’re booking for.
- Corporate event? Your crowd may lean more professional and reserved. You need entertainment that energizes without crossing the line—think live jazz, upbeat DJs, or interactive performers who can blend brand messaging with engagement.
- Wedding or mitzvah? The vibe should build throughout the night. Consider a versatile DJ, a live band that can shift genres, or performers who can create those “wow” moments between speeches and dinner.
- Birthday or private celebration? Here’s where you can get playful—tribute bands, illusionists, live painters, or themed entertainers who match your party style.
Quick tip: Don’t just book what’s trendy. Book what fits your crowd.
Insight 2: Entertainment Should Match Your Event Goals
Think beyond the stage. Ask yourself:
- Do you want to inspire, energize, or celebrate?
- Is this about networking, raising funds, or dancing all night?
- Should the entertainment be the main event—or enhance everything else happening?
For example:
- At a company holiday party, a DJ who can read the room and play to multiple generations might be more effective than a niche performer.
- At a wedding, you might pair a string trio for the ceremony with a high-energy band for the reception.
- At a product launch, you might want a performance artist or branded interactive element that doubles as social media content.
The best entertainment doesn’t just entertain—it supports your event’s purpose.
Insight 3: Budgeting Isn’t Just About the Talent Fee
It’s easy to ask, “How much does a band cost?” But there’s more to it.
Your entertainment budget should account for:
- Technical needs – Sound systems, lighting, staging.
- Rider requirements – Some performers have travel or hospitality needs.
- Timing flexibility – If your timeline shifts, will your act stay later? At what cost?
And remember: more expensive doesn’t always mean better. A lesser-known performer with a passion for your event type can outshine a headliner who’s not the right fit.
Insight 4: Vet Your Entertainment the Right Way
Don’t rely on flashy promo reels or social media clips alone.
Here’s how to dig deeper:
- Watch full-length recordings, not just highlight reels.
- Ask for references from similar events.
- Clarify setup needs, show flow, and backup plans (yes, those matter).
- Get everything in writing—from arrival times to music preferences to cancellation terms.
A professional performer or team will make it easy to get clear, direct answers.
Insight 5: Build the Right Entertainment Flow Into Your Timeline
Entertainment shouldn’t feel dropped into your agenda. It should enhance and elevate every part of it.
For example:
- Use acoustic musicians during guest arrival or cocktail hour to create ambiance.
- Consider performance breaks between speeches or meal courses to keep energy up.
- Time your biggest moment—like a surprise performer or dance set—for when attention starts to dip.
When your entertainment follows the emotional rhythm of the event, guests feel connected and energized.
Insight 6: Your Vendors Need to Work Together
One of the biggest mistakes planners make? Booking an act without talking to their venue, AV team, or coordinator.
Before you finalize a contract:
- Confirm that your venue supports the technical requirements.
- Make sure your timeline allows for setup and breakdown.
- Loop in your planner or production team early to handle logistics and communication.
This is where a full-service event team like EMRG Media becomes essential.
Don’t Leave It to Chance—Let EMRG Media Handle It All
At EMRG Media, we’ve booked, produced, and elevated events across New York City and beyond—from Fortune 500 company events to unforgettable weddings and private parties.
We don’t just bring you options. We bring you the right entertainment for your audience, your goals, and your budget—backed by expert planning, vendor coordination, and flawless execution.
Hire EMRG Media to plan your next event.
Let us bring the energy, the vision, and the entertainment that guests won’t stop talking about. Because when it matters most, you need more than a playlist.
You need professionals who know how to make your event unforgettable. Visit emrgmedia.com to get started.
