How to Hire Event Entertainment: A Practical Guide for Thoughtful Hosts in Philadelphia, New Jersey, NYC and Beyond

Planning an event — whether a leadership summit, a milestone celebration, or an executive retreat — entails more than selecting a date, a venue, and a menu. Of all the elements that can make or break the experience, entertainment is often the most neglected and the most decisive. In the end, guests will recall whether they were moved, surprised, or delighted far more vividly than they will remember the flower arrangements or the catering.

Whether you’re in Philadelphia, New York City, New Jersey, or planning an international event, these principles will help you select a truly world-class experience.

If you have never hired an entertainer before, the process can seem opaque. How much should you spend? What qualities should you prioritize? Which acts suit which audiences? These questions are perfectly reasonable. In this guide, I offer a systematic approach, grounded in experience, to help you choose wisely and confidently.

Step 1: Plan the Entertainment Before Anything Else

It may feel counterintuitive to place entertainment first, but the logic is sound. The central event — the program that holds guests’ attention and makes them talk — should shape all other decisions. For example, if the performer requires a particular stage configuration or a sound system with specific technical parameters, those needs will influence your venue choice and even your seating plans.

Too often, hosts lock themselves into a layout suited for a dinner but not for a show. Consider: if your guests are seated at large banquet rounds, many will inevitably face away from the stage, fracturing the performer’s connection with the audience. Fixing these oversights later can be disruptive and costly.

Moreover, quality entertainers book early, especially during popular seasons and on Saturdays. Whether your guests number twenty or two hundred, lead time is your ally.

Step 2: Identify the Right Kind of Entertainment

Entertainers are not interchangeable. Each form has its own merits, limitations, and audience fit. Here are a few common categories:

Mentalists

A mentalist blends psychology, suggestion, and theater to create the experience of mind-reading. Because mentalism is inherently participatory and thought-provoking, it excels in settings where guests value intellectual curiosity and conversation. It also requires minimal technical support, which is a virtue in many corporate environments.

Magicians

Magicians use sleight-of-hand and visual illusions to astonish. They may perform close-up during cocktail hours or on stage. Many weave humor into their programs, creating a lively and approachable mood.

Musicians and Bands

Music is a universal language. A high-quality band can anchor an evening with energy and emotion. Be aware that musical acts often come with significant equipment requirements and can be costlier than other forms of entertainment, but their impact is undeniable.

Comedians

A skilled comedian can unify a room with laughter. However, humor is subjective, and corporate audiences vary in tolerance for language, topics, and tone. Vet carefully.

DJs

A DJ can be transformative or forgettable. Seek out those who do more than press play — professionals who can read a room, maintain energy, and create memorable transitions.

Variety Performers

Jugglers, fire artists, aerialists, and other variety acts offer visual spectacle. These performers often work best as atmospheric or interstitial entertainment rather than the sole centerpiece.

Readers and Specialty Acts

Tarot readers, handwriting analysts, or similar niche entertainers can provide intimacy and fascination, especially at smaller gatherings. However, throughput is limited, so plan for only a few guests per hour.

Entertainers for Children

Balloon artists, face painters, and kid-focused magicians suit family-oriented events. If the guest list includes children, reserving a dedicated performer for them can be invaluable.

Step 3: Research and Compare Thoughtfully

Word-of-mouth remains one of the most reliable avenues for finding talent. Ask peers, professional planners, or colleagues for recommendations.

If you are hiring for a corporate event in the Philadelphia or NYC region, personal referrals matter even more than online platforms. Regional business networks and associations can often point you to professionals with deep experience in your market.

When reviewing options, look for authentic, unpolished evidence of performance — audience videos, phone recordings, and candid clips. These reveal a performer’s true presence and adaptability. Highly produced sizzle reels, while impressive, often conceal as much as they reveal.

Review testimonials carefully. When possible, speak to previous clients whose circumstances resemble your own.

Step 4: Make a Fair and Sincere Offer

Budget matters, of course, but the best way to secure a great entertainer is to be candid and fair. Do not shop first according to price. First, identify the performer you genuinely want, then offer that performer the most sincere, realistic fee you can manage.

Performers, like any professional, appreciate forthrightness — and will often find ways to accommodate reasonable constraints if they know you have chosen them purposefully.

If your budget is genuinely modest, say so. Flattery, honesty, and clarity are potent tools, and many entertainers will respect them more than haggling.

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What Happens If You Choose Poor Entertainment?

One cautionary note: corporate audiences will remember bad entertainment far more vividly than they will remember neutral or bland catering. Booking a performer who is unprofessional, outdated, or disengaged can damage your brand’s reputation, sour your guests, and leave you explaining the choice long after the event ends. Invest the same critical thinking into entertainment as you would into your keynote speaker.

Step 5: Confirm the Booking Professionally

Once you have found the right match, secure the details in writing. A clear contract should outline the date, time, venue, technical needs, fees, and any customization or branding requests.

Follow up about a week before the event to confirm. Supply any relevant updates about audience size, schedule, or last-minute logistics. Professional entertainers value preparedness, and a transparent dialogue helps everyone succeed.

Step 6: Involve the Entertainer in Planning

Once booked, your entertainer becomes your partner. Experienced professionals can advise you on staging, timing, audience flow, and even seating — insights born from countless events. Use their expertise. This collaborative mindset will almost always yield a smoother, more powerful outcome for your guests.

Step 7: Plan the Remaining Elements

With the entertainment secured, you can now build the rest of your program around it. Think of the show or performance as the spine that supports the rest of the event. Whether you are coordinating catering, décor, or speaker segments, every element should harmonize with the central purpose of engaging your audience meaningfully.

Frequently Asked Questions

Q: How far in advance should I book a corporate entertainer?

A: Most premium performers are reserved three to six months ahead, especially in Philadelphia, NYC, and during peak event seasons. Some planners book a year out to secure first choice.

Q: What is the biggest mistake event planners make when booking entertainment?

A: They treat it as an afterthought instead of the main element. Quality entertainment shapes the entire event and deserves priority.

Q: Do corporate audiences prefer mentalists over magicians?

A: Corporate audiences tend to prefer mentalists because mentalism feels sophisticated, participatory, and intellectually engaging — perfect for a high-achieving crowd. That doesn’t mean that magic tricks are bad. My performances are usually about 70% mentalism and 30% classic magic. What matters most is not so much what the performer does as how they do it.

Final Thoughts

In the end, entertainment is not a mere flourish. It is the soul of your event, the element most likely to be remembered, and the part that can elevate a routine gathering into an unforgettable experience. Choose wisely, plan proactively, and collaborate freely. Your audience — and your brand — will thank you.

Ready to secure a premium corporate mentalist and protect your brand experience? Request a Quote or watch my TEDx preview today.