How to Book Event Entertainment: A Guide for Organisers

Prepare the brief before contacting suppliers

Start with the facts a supplier needs to assess the enquiry: event date, location, event type, public opening hours and the role you want entertainment to play. Add the audience profile, approximate attendance only if you have a reasonable basis for it, and whether the event is indoors or outdoors. Separate confirmed information from ideas still under discussion.

Describe the format you have in mind, but be open to suitable alternatives. You might need a headline performance, roaming entertainment, a workshop or an activity that can run across a longer period. Include the times you are considering, available space, access conditions and any technical facilities you know are available.

A budget range is useful because it allows suppliers to indicate whether a proposal is realistic or suggest a different scope. Say whether the figure is a total event budget or an amount for one act. If the budget has not yet been approved, be transparent about that and explain when a decision is expected.

• Date, venue and access arrangements
• Event purpose, audience and expected operating hours
• Preferred format, performance times and space
• Budget guidance, decision timeline and known constraints

Find options through discovery and recommendations

Search using the kind of entertainment and event you have in mind, then read beyond the headline description. Check what the supplier says about their format and which details need a direct conversation. A category or image is a starting point, not confirmation that an act is suitable for your venue, date or audience.

SmoothTour is a UK event supplier discovery platform. Organisers can browse suppliers independently or submit one event brief using the concierge service. The brief can be shared with relevant suppliers, who may respond directly with availability or a quote. A response is not guaranteed, so allow time and continue planning through appropriate channels.

The platform is free for organisers and suppliers, and SmoothTour does not add booking commission. Any booking is ultimately agreed directly between organiser and supplier. Keep a record of who you have contacted and the status of each conversation, especially if several people in your team are involved.

Compare proposals on a like-for-like basis

Compare the proposed experience, duration, number of appearances, setup and pack-down, travel arrangements and any equipment or staffing included. Ask for a written breakdown where something is unclear. An advertised starting point, an estimate and a final quote may not cover the same things, so establish exactly what the price represents.

Review suitability as carefully as cost. Does the proposed format fit the site and the audience? Can the schedule accommodate the required setup? Are there age guidance or participation limits? What facilities or support must the organiser arrange? Consider the total coordination and infrastructure needed rather than comparing only the fee.

If an option is beyond budget, ask whether a different duration or format is possible. Do not assume that changing one part of a proposal leaves all other terms unchanged. Make sure any revised scope is clearly described and documented before you decide.

Ask the practical questions early

Practical requirements can determine whether a booking works. Confirm the space needed, surface or ground conditions, access route, arrival window, power, sound, shelter, parking or unloading, and setup time. Ask whether you must provide barriers, a stage, furniture, water or other facilities. The answer depends on the particular act and venue, so check directly rather than relying on assumptions.

For public events, use your venue and organisation’s safety processes. Identify responsibilities for crowd management, permissions, emergency access, technical provision and stewarding. Discuss any relevant risk information with the supplier and include agreed arrangements in your event plan. The organiser remains responsible for making a suitable plan for the event and site.

Agree a point of contact for planning and on the day. Share accurate instructions and a map, and confirm how the supplier should report arrival or a delay. If the event is outdoors, discuss how weather or ground conditions affect the performance and who makes decisions if it cannot proceed as planned.

Confirm the agreement in writing

Before treating an act as booked, make sure the agreement records the date, venue, timings, format, fee, payment arrangements, inclusions, organiser responsibilities and supplier requirements. Also establish the cancellation, postponement and weather terms, plus any process for changes. Read the supplier’s terms and ask questions before accepting them.

Avoid relying on a chain of informal messages where key details are scattered. A concise written confirmation or contract gives both parties a shared reference. Make sure the person approving the spend has authority to agree it and that any venue or committee approval is in place.

Keep copies of the final agreement and related documents where the event team can find them. If the schedule or site changes, communicate promptly and confirm the effect on the agreement with the supplier rather than assuming the original plan still applies.

Coordinate the event day

As the event approaches, reconfirm the arrival time, access route, site contact, performance area, schedule, setup arrangements and any facilities the organiser will provide. Share the final running order with the people who need it, including venue staff, stewards, presenters and anyone managing sound or the activity area.

Set out a simple contingency and communication plan. For an outdoor event this may include a weather check, a named decision-maker and a way to inform the supplier and audience of a change. Make sure the team knows which details are fixed and which can be adjusted, and avoid changing timings without telling the people affected.

After the event, note what worked and what you would change next time while the details are fresh. This can improve future briefs and make repeat planning more efficient. To start exploring, browse event suppliers or use SmoothTour’s concierge to share one clear event brief.