Live entertainment can make the difference between an average
charity ball and a great profitable one! For most people, arranging
entertainment is an irregular or once in a lifetime event. We
aim to pass on a wealth of knowledge that should prove useful
to you - even if you don't end up arranging your entertainment
through Yorkshire Entertainment
Ltd !!!
Please note, we supply top quality entertainment for a charity
ball or other styles of charity fundraising events throughout
the UK……not just in Yorkshire.
Why Is Entertainment Important For A Charity
Event?
Do you remember the table centres or the balloon decorations
from the last event you attended? Maybe, maybe not. Now
here's an easy one: Did you have a good time? Did you
dance all night to a brilliant function band? Was the
live entertainment a great success? Or was it terribly
disappointing? If you're like most people, chances are
you'll remember the entertainment more than anything at
a party. Entertainment leaves a strong memory so it only
stands to reason that the guests you invite to your charity
ball or fundraising event will have the same impression.
You are no doubt competing with other charity fundraising
events and our live bands & top function entertainment
helps you to have a hugely successful party. This has
the distinct added advantage of helping you to more easily
sell the tickets for next year's fundraising event.
How Early Should You Book?
As early as possible! This varies based on the time of
year and day of the week but many months prior to your
event date is definitely not too soon. The busiest time
for charity events is between September and June. Weddings
tend to be in demand between the beginning of May and
the end of September and all Bank Holiday weekends. Fridays
& Sundays are increasingly popular charity event dates
& Christmas is hugely popular for company parties.
So the advice is to book early….even if you don’t
book from us!! If you find an entertainer that you like,
whatever you do, don't let them slip away. Fabulous function
bands & dynamic DJs are difficult to get hold of and
if you think that they’re great – chances
are that many other people do too so they tend to get
booked up well in advance.
How To Find Your Entertainment.
Where do you begin? If you've been to a charity event recently,
ask the organiser how they found their entertainers. To give
you the best options & advice call a professional entertainment
agency!
Why Use a Professional Entertainment Agency?
Use an agent experienced in booking entertainment for
a charity ball and a fundraising event. You’ll actually
save a huge amount of time and money by using a good entertainment
agency, and you’ll still maintain complete control
over your event. Your event is much too important to worry
about whether the band are a reliable outfit, will be
set up on time, know how to make any introductions, be
dressed appropriately, and be cooperative about the volume,
etc.
A good agent has worked with all types of professional entertainers.
We know who shows up and who doesn't. We know who'll make your
charity ball memorable and who won't. We also know who'll help
make your charity ball stand out from competing fundraising
events. We have access to a huge range of musical genres and
we’ll help you match the style of entertainment you need
to the budget you have available. For you to go out in the midst
of planning a party and find a suitable band, try and find the
person in charge of bookings, try and make a deal, and then
hope they actually turn up just doesn't make any sense when
an agent will do that work for you and usually at no additional
cost. (A reputable entertainment agent takes his commissions
from the acts. We’re full members of the Agents’
Association of Great Britain and we abide by their rigorous
code of conduct). Many party bands hear the words "charity
ball" and they can increase their prices substantially.
Our agency already knows the pricing structure and history of
the bands we work with. Bands are also generally more accommodating
for an entertainment agent
(from whom they get regular repeat business), than they are
for someone using them on a one-time basis.
How do you really know if a band has the experience of playing
at a big charity ball? When enlisting the help of Yorkshire
Entertainment Ltd, your options and choices are greatly improved.
We have already done all of the legwork. We are able to provide
you with a broad choice of excellent entertainers and we’ll
already know who is currently available on your date of your
event. We’ll supply you with professionals with a great
track record and we’ll make sure they fit your needs and
budget. We will ask you many questions but this will allow us
to more thoroughly understand exactly what it is you need and
what your objectives are.
When Should We Entertain Our Guests?
The occasion splits up
into 2 main sections:.
- Entertainment
for the pre-dinner drinks, meal and fundraising.
- Live Wedding Entertainment
for the dancing.
Here are just a few ideas for the smooth running
of the event.
Pre-Dinner Drinks & Meal Entertainment.
To create a happy warm welcome for your
guests the alternatives include Wedding
Pianists, Piper, Harpist and String Quartet. These
instruments lend an air of sophistication and elegance
but if you require a more informal ambiance, a mobile
Jazz Band is an excellent and very popular option.
Any entertainment you supply throughout the meal
would need to be 'background' rather than 'full on'. Another
option would be a close-up magician. He will visit your
guests' tables one by one performing his magical art before
right in front of your guests to leave them amazed and
helping to stimulate relaxed conversation. Other speciality
performers such as Caricaturists will keep your guests
occupied between courses. (You could also charge the guests
for each drawing or ask for a donation). They also give
your guests a special present to take home. For the larger
gatherings engaging the services of a Toastmaster is a
very wise move. His job is to make sure that everything
runs smoothly. He will advise you on etiquette and will
usually meet with you before the party to discuss your
requirements. He will ensure that caterers, entertainers
and any photographers all know what to do and when. If
you wish, he will announce the arrival of each guest,
and introduce the speeches and help with the fundraising.
Most have a great sense of humour and are often a good
source of entertainment. Employing the services of a toastmaster
allows the event organisers to relax and enjoy their evening.
Charity Fundraising
There are a number of different ways to raise funds,
the most obvious of which are raffles, tombolas, and party
games (Irish bingo and 'heads & tails' are currently
the most popular). Another brilliant way to persuade your
guests to part with their cash is to book a Las Vegas
Charity Casino Night.
Band or Disco?
When choosing entertainment for your charity ball, there
is always the age-old question, "Live UK
Party Band or mobile
disco and DJ?" If you can squeeze it in the budget,
you may want to consider both. If budget is an issue for
you, you may want to consider hiring a top quality DJ
who can play a huge variety of songs and at a lower cost.
Whatever you do, don't book a 'cheap' local DJ !!
Advantages Of Hiring A Band.
A good live party band will have an amazing effect on the atmosphere
and even the 'stuffiest' of guests will find it hard not to
get up and dance. Hiring a live party band is a great way to
ensure a "lively" event that will create lasting impression
and to help make your charity ball stand out from other local
events. For most of your guests the live music will encourage
them to spend the majority of their time burning up the shoe
leather on the dance floor. For others, who might have less
of a desire to dance, the live music provides an equally enjoyable
experience as you can get great enjoyment from watching a terrific
live band…..but you can’t really watch a DJ.
What Style Of Band Should I Book?
Generally, there is a wide range of ages and musical tastes
a charity ball and versatility is the key ingredient to your
party's success! Experienced, versatile function bands play
a selection of well-loved hits from a huge repertoire designed
to appeal to all of your guests. Other music also very popular
in a range of different styles including a Soul
band, Jazz, Rock n Roll, and Tribute
Bands. If you're holding a theme night, Yorkshire Entertainment
will offer you a range of excellent alternatives to choose from.
Ceilidh bands are also popular.
However, unless a large proportion of your guests are of a Celtic
descent we would generally only recommend this type of band
to do one long set and to follow this with a disco. Ceilidhs
are fabulous for audience involvement, but as the night wears
on (and the alcohol takes effect), the guests often find it
difficult to remember the callers' instructions! This is part
of the fun of course, but it can lose its impact the second
time around.
If I Book A Band Do I Also Need A Disco?
Probably! It all depends on the timings of your event (again,
here at Yorkshire Entertainment
Ltd our experienced consultants will ask you all the right
questions and offer you some friendly impartial advice). The
most important thing to remember is that live bands will usually
play 2 sets - lasting between 45 minutes to an hour each. (Any
more than this and the music will lose it's dynamic impact and
special nature). Once the band stop for a break, the DJ will
keep the dancing going until the band are ready to start there
second set. If you don't do this, the drop in atmosphere will
make it much harder for the band to get the audience back in
the mood. Depending on when the band finish, the DJ can keep
people dancing till the early hours if you wish, and for far
less cost. (You are only paying for 1 person). All of our party
bands can however supply music during their breaks and again
this may well be the best option - mainly depending on the timings
of your evening, when and how you plan to do the fundraising,
and the atmosphere you wish to create.
Why Should You Book A Band & DJ From
The Same Source?
Most DJ's supplied from alternative sources are not used to
working alongside the bands. They will often play some of the
party band's material (even though they may say that they will
not!) making it much more difficult for the band to perform
at their optimal level. Our experienced professional DJ's have
worked with our bands on thousands of successful occasions and
they’ll liaise with the bands. They can share equipment
when space is at a premium leaving you with more room for dancing.
They expertly announce the band on and off stage and ensure
a smooth and continuous flow of entertainment, removing your
worries and helping you to enjoy the event along with the guests.
Advantages Of Booking A Disco.
If you go for the option of a solo mobile
DJ, please remember that you trust the whole nights entertainment
to just one person – so make sure you get the right one
!! A mobile disco is the most practical and cost effective form
of entertainment available to you. The DJ will perform for longer
periods of time and play a wider range of music to suit the
ages of your guests. If you have some favourite tracks or particular
styles of music you would like played he will be able to accommodate
you. DJ's are especially good for small to medium sized parties.
Yorkshire Entertainment's professional DJ's all carry high quality
sound and lighting (which has all the relevant safety certificates).
They will play the music you and your guests want to hear and
at a volume that is not offensive.
How Much Will The Entertainment Cost?
The costs vary quite considerably, partly due to the location
and date of your charity ball or fundraising event. It also
varies according to the popularity of the entertainers. Our
Yorkshire based party bands and charity casino night are however
generally less expensive than acts from other areas of the UK,
as their overheads and cost of living is lower. They travel
right across the whole of the UK. Live music provides exceptional
entertainment value and can be more affordable then you might
think. If you complete our on-line questionnaire or call our
head office we can offer you a fully inclusive quote by return
with absolutely no obligation on your part.
Where Do Our Acts Perform?
Our entertainers perform throughout the UK & perform at
many prestigious venues outside of Yorkshire including The Royal
Albert Hall, Hampton Court Palace, The Savoy, Clarities, Waldorf
& Governor House Hotels in London, dozens of Town Halls
including Manchester, Guildford and Cheltenham, The International
Conference Centre in Birmingham, The Roman Pump Rooms in Bath,
Scotland's St Andrews Golf Club, The Salle Royal in Marrakech
and Le Meridian Hotel in Paris. They have entertained in every
conceivable situation including Private Houses, Stately Homes,
and Marquees.
Can I See An Act Before Signing A Contract?
Yes. As they travel around the UK there is usually an event
where they are performing at where you can get to see them.
However this sometimes proves difficult to arrange as an increasing
number of people are based in a different part of the UK from
their party venue. The vast majority of our acts are aware of
this and we have a selection of CD's to send to you. We would
recommend caution when listening to most bands' CD's. As an
agency, we receive hundreds of recordings each year from acts
around the uk wanting to get on our books. We cannot begin to
count the number of acts we thought sounded amazing on the CD,
only to go and see them 'live' and be hugely disappointed. Many
bands add 'talent boosting' effects and digitally enhanced techniques
in the studio to their recordings and they are just not the
same in a live situation. Our acts have genuinely not done this.
What you hear IS what you get.
Is It Customary To Feed The Band?
In almost all cases, the acts are away from home for a substantial
period of time (including travelling, set-up, performing, &
de-rigging) and it is therefore customary to feed the entertainers.
If you are having a very elaborate charity ball, you do not
need to serve the entertainers the same seven-course meal you
are providing for your guests but a hot meal is usually required.
Can I Request A Special Code Of Dress For
The Entertainers?
Generally speaking, the entertainers have appropriate attire
for the various types of affairs they normally perform at. It
should be made clear upfront and stated in the contract what
type of attire you would like at your special event. If your
request is not out of the ordinary there will not be any added
charge for attire. For example, it is reasonable to request
musicians or groups to wear standard black tuxedos for a charity
ball or fundraising event.
Are There Any Special Considerations For
Marquee Events?
Our party bands have performed for thousands of events within
a marquee setting. If possible, we recommend that the marquee
company arrange an access flap or doorway, close to, or directly
behind the stage area. This allows the musicians to quickly
set up & pack down with the minimum disturbance to the guests.
Is It Essential To Provide A Stage?
Whilst it is not essential to supply a stage - it does allow
the party band to be seen when the dance floor is full. If you
are able to supply a stage, it must be safe and soundly constructed.
A minimum ceiling height above the stage of 6ft 6ins should
be allowed. (Please take note of sloping marquee linings where
necessary).
What Sort Of Power Supply Is Required?
It is essential that a safe, properly earthed and constant
power supply be provided. Venues that regularly stage entertainment
should already have the correct supply, but please check with
them. The exact requirements depend on the artists you have
booked but as a (very) general guide, for an average sized band
& DJ - 2 separate 13 amps or 1x30 amp 240-volt mains supply
is required. This should terminate on stage in 13 amp sockets.
These supplies must be totally independent of each other (i.e.
not drawn from 1x13 amp source via a mains extension). This
supply should be for the sole use of the artiste and should
never be shared with anything else. Where the band have to share
the available power with the caterer, it is most advisable that
a 3-phase supply is available, with each party having a separate
dedicated phase. The alternative is for a high-powered generator
to be provided, to accommodate for the heavy demand of heating
ovens and other high usage requirements of a catering contractor,
together with the artiste's lighting and PA system. An incorrect
or unsafe supply will jeopardise your event. (Please ask us
or seek the advice of a professional electrician if you are
unsure).
Changing Room
Please provide a warm, clean, well lit and lockable changing
room with clothes rail for the artistes. At established entertainment
venues, you may need to arrange for the use of a hotel bedroom
if there isn't a specialist changing room available. Note: Professional
artistes should not be asked to change within toilet or kitchen
areas - suitable rooms must be made available.
How Big Is The Acts' Performance Area
This again depends on the size & type of entertainment
booked. For a live party band an area approximately 12ft deep
(front to back) by 20ft wide (left to right) is needed. Additional
floor space (approx 4ft square) on the front left and right
hand corners should be allocated for speaker systems (These
usually are not placed on the stage). Please try to ensure guest's
tables are not placed directly in front of the speakers.
Charity Casino Night.
If you're fundraising, you can get maximum returns from a charity
casino night. Guests purchase their fun money for cash. You
could consider charging an entrance fee - and ask local companies
& organisations to sponsor a table or donate a prize for
the winning gamblers. A Casino adds that extra touch of sophistication
to any function. It’s the easiest thing to tag a theme
onto a fun casino event -
eg a American Wild West Casino, Hollywood Casino, Cruise Ship
Casino, Gangster Casino, Las Vegas or a Monte Carlo Casino Party
Night. A Gaming Licence isn’t required - as guests can’t
bet on the tables with real money - although prizes can be given.
DJ Requirements.
Additional floor space should be allocated for DJ's speakers
and equipment (approximately 5ft either side of the stage for
speakers and lighting effects and a minimum area of approximately
6ft square for the DJ and the rest of his equipment). When a
DJ is working alongside a band, it is preferable to place the
DJ next to the stage, not on it. (This prevents CD's from `jumping').
For marquee events please provide a solid base and a sturdy
table approx 6ft x 3ft with a cloth.
Waiting Area.
For various reasons you may prefer that the entertainers do
not circulate in the marquee or function room. It is therefore
helpful if a quieter area (possibly the changing area) is utilised
for refreshments, meals and resting between spots.
Directions
We will contact the hotel/conference venues to arrange directions
to be sent to us, if we don't already have them on file, but
for parties that are not taking place in established venues,
it is very helpful if you can provide written directions or
a location map.
Emergency Contact.
At Yorkshire Entertainment we check all our acts right up to
the day of your special event, so you don't have to worry about
a thing. However for your peace of mind, if you feel it necessary
to contact the artistes on the day of your event, we'll give
you their mobile contact numbers.
I hope you have found this article helpful. Whilst it is very
detailed, it is not a totally exhaustive list and consequently
if your questions are not answered here I welcome your e-mails
if you have a particular issue that you would like me to cover.
We're here for the long run, and cooperation and mutual respect
are crucial to longevity in the music business. We're very proud
of the good reputation we have established, and the many friends
we have made over the years. I hope we have the opportunity
to provide the entertainment to help make your fundraising event
a huge success. If not, we wish you every success for a truly
memorably occasion.
Yorkshire Entertainment
Head Office
25 Chanterlands Avenue
Hull
HU5 3SS
01482 441190 (5 lines)
LO-Call 0845 345 1945
(All calls charged at your local rate)
e.mail duncan@yorkshireentertainment.co.uk
www.yorkshireentertainment.co.uk
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