Party planners truly have one of the toughest jobs in show business.
To help them out, I thought I would share the top 5 things party planners need to know from you, the client, when requesting a magician.
This is based in my personal experience as magician, but the advice given is applicable to any vendor you hire for the event.
1) Detailed Directions And Instructions
The GPS is not always 100% reliable. There have been many instances where the GPS took me to a clubhouse or the building next door instead of the exact address. Detailed directions to the event are crucial. If you can provide a landmark or accurate distances, that would be even better!
We also need instructions for what to do when we arrive. Is there a particular place you want the magician to park? Is there a guard gate? Does the magician need to pay for parking? Having this info ahead of time will help with punctuality.
2) Have A Client Liaison
This could either be the party planner themself, you, or another person who is designated as the liaison to vendors.
If the client liaison is say, the bride’s mother, I would need some way of contacting her in the event of an emergency the day of the wedding. I would also need to contact her a few days before the wedding to make sure everything on the contract is still a go. There may be some last minute changes.
Sometimes, the event does not take place until months after it is booked. At that time, you may have invited 150 people to the wedding, but only 80 of them RSVP’d and 75 of them showed up. The 5 who did not show up are just plain rude. But hopefully they at least sent a gift!
It is important to have an approximate headcount so the magician can tailor their act accordingly. Having drastically different numbers can change the magician’s presentation.
4) Setup And Breakdown Time
Let’s say the event starts at 3 p.m. and you want the magician to go on at 4:30 p.m. If this magician has a stage act with 4 assistance, 2 trucks, and a tiger, they might need more than an hour and a half to set up.
You can’t expect the magician to just arrived and start, unless, you worked it out ahead of time. Communication is the name of the game!
5) Setup Requirements
This is by far one of the most overlooked elements for any given event. Unfortunately, we cannot expect everybody to be a master techie. I know my equipment, but that does not mean I know your equipment.
Some magician, like me, have a show that is self-contained 10 others need access to things like power outlets. We need to know where they are, how to access them, and how they are connected. You don’t want to blow a fuse.
There is usually a tech person employed by the venue. We don’t expect your liaison to know all the tech elements of the event, but we need to know who does and how to get in contact with them.
This list is applicable to all sorts of planners. It doesn’t matter if they are a general party planner, a corporate event planner, or a wedding planner. These are things they absolutely need to know.
It’s all about good communication. Your party planner wants to give you what you want. In order to do so, they need you to be as specific as possible. You may want the magician with the tiger, but the circumstances may not allow for it. By being specific with your party planner, they can present to you the best choices from their list of vendors.
If any party planners, or performers, read this post, please share some of your own experiences of how good communication led to a successful event. And let me know if I left anything off this list you feel is important.