Hiring live entertainment for an event
The right live entertainment sets the mood of an event without taking it over, and the wrong one does the opposite. Here is how to choose, brief and plan around a performer.
Start with the mood, not the act
Before looking at performers, decide what the entertainment needs to do. A string trio during a wedding ceremony, a jazz set behind dinner conversation, a DJ to fill a dance floor and a featured performer at a launch are all live entertainment, but each sets a very different atmosphere. Think too about the guests: their ages, the music they are likely to enjoy, and whether people will want to dance or talk.
Describe the mood you want at each stage of the event, from arrival to the last song, then find the act or acts that fit it. Many events need more than one: something quiet early, something with energy later.
Match the act to the room
The size of the room, the number of guests and the acoustics all matter. A loud band in a small, hard-walled room overwhelms conversation. A solo acoustic player in a large hall disappears. Ask the venue about volume limits, noise restrictions and finish times, which are common in residential areas and some heritage buildings.
Think about where the performer will be. A stage, a corner, a roaming position: each changes how guests experience the music and how much floor space it takes. Sightlines matter too, because a performer half hidden behind a pillar loses the room.
What to ask a performer
A short conversation before booking avoids most problems on the night. Ask to see or hear recent live performances, not only studio recordings, since playing live in a room is a different skill. Then cover these points and get the answers in writing.
- What their set looks like: length, number of sets and breaks
- What they bring and what they need: power, stage, sound system, lighting
- Whether they need a sound check, and when
- How they handle requests, and any songs to avoid
- Load-in and load-out times
- What they need on the night: a green room, food, drinks, parking
Technical and practical details
Live performance needs power, space and usually a sound system. Some acts bring their own, others rely on the venue. Confirm who provides what, and make sure a sound check fits in the schedule before guests arrive. Outdoor events need a plan for weather and for power. Check where the performer’s gear will be kept before and after the set, and how it gets in and out without crossing the dance floor mid-event.
If the event is being filmed, tell the crew where the performer will be, and arrange a feed from the sound desk so the music is recorded cleanly. Billie’s guide on how to film an event covers this.
Build entertainment into the run sheet
Entertainment should be timed around the event, not dropped into it. Note when each set starts and ends, what happens in between and who cues the performer. Speeches, a first dance, a product reveal or a toast should land at a natural break in the music. Allow for the performer’s breaks, so there is a plan for music between sets.
A good run sheet means the performer is never playing over a speech or stopping just as the room fills. Share it with the performer, the venue and anyone filming, so everyone works from the same timings.
Music at the centre
For some events, music is the reason people come. A private musical experience, an intimate performance at a dinner, or a set built around a launch can be the moment guests remember. Choosing performers who suit the brand or the couple, and giving them a proper space and proper sound, turns entertainment into the heart of the night rather than background. Brief the performer on the guests, the occasion and the tone, so the set feels made for the night rather than lifted from another gig.
Different events, different needs
Weddings usually need music for several moments: the ceremony, drinks, dinner and the dance floor, sometimes from different performers and sometimes from one versatile act. Ceremony music has to be timed to the walk down the aisle and the signing, so the performer and the celebrant should talk beforehand.
Private dinners suit intimate performance: a single musician or a small group, close to the guests, playing at a level that leaves room for conversation. Corporate events often need a featured moment, such as a performance after the speeches, followed by music that keeps the room social without making it hard to talk.
How Billie Private curates entertainment
Billie is part of EYWA Records and works at the intersection of film, music and culture, so music sits at the centre of what it does. Billie Private curates live performances, private musical experiences and entertainment for weddings, private events, corporate gatherings and brand launches. Every event is treated as an original production and quoted per project. Send the date, the place and an outline.
Questions
How far in advance should entertainment be booked?
As early as you can once the date and venue are set. Popular dates fill quickly, especially weekends in the warmer months.
Do performers need their own sound system?
Some bring one and some use the venue’s. Confirm it before booking, along with power, space and sound check time.
Can the entertainment be filmed?
Usually, with the performer’s agreement. Arrange it ahead of time, and plan a feed from the sound desk so the recording sounds as good as the room.
Is this a paid service?
Yes. Billie is a paid production company. Production Retainers are $1,500 NZD a month for Essential and $3,000 NZD a month for Creative, and Studio Partner is priced on enquiry. Projects outside a retainer are quoted per project as Bespoke Production, and Billie Private events are quoted per project.
Work with Billie
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Tell Billie about the project, the timeline and which retainer suits, or ask for a Bespoke Production quote.
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