5 tips for successful children's entertainment at big events

Planning a large event is overwhelming for sure! If you have been placed in charge of providing entertainment for children, you may be confused where to start.

I have been providing family-friendly entertainment services in Connecticut for nearly two decades, and I would love to share some of my experience at these events. What works? What doesn't?

1) If you're expecting a large crowd, you may be tempted to offer a large variety of services. That's not necessarily a bad thing, but if you're limited on budget, as a lot of events often are, especially if they are nonprofit or schools, I recommend you hire enough of one type of service. If you have 400 kids coming and one or two face painters and one balloon artist, what's going to happen is some kids will get both, and a lot of kids will wait in line only to leave with nothing. You're better off consolidating and having 4 painters.

2) Offer some lower cost activities staff or volunteers can handle like a sand play station, bracelet making, paint your own pumpkin, or sidewalk chalk art. It's a great idea to have some low cost options to offer variety and other things to do for kids and parents who don't have the patience to wait in line.

3) Provide a line manager for the entertainers. The face Painters, balloon artists, caricature artists etc. can't focus on working and maximize their time and manage the line. You will get the most out of your investment, and avoid any potential disagreements or fights among guests if you have someone to manage the line and cut the line so the artists can end ontime. That will also help also avoid any unexpected overage charges or angry guests who get turned away when the contracted time is over.

4) Read the contract, and fully understand the service provider's cancelation policy, payment terms. Most artists have contracts that include a non refundable down payment, and even full payment due for a last minute cancelation. Why? Because most events are only during daytime weekend hours, and or certain times of year. If your party time slot is held, they have a limited number of time slots to sell, and that is how they make their living as professionals. Other potential clients could have had an indoor back up plan for rain. Most entertainers do not offer rain dates outside of special circumstances. If the artist requires payment that day before they leave, make sure you have that ready for them as required, they might love what they do, but it is their job and how they support their families. Additionally, if I have to track you down and you have to go find your spouse or find a check etc. it could make me late to my next event.

5) Know what the artists needs to provide services. Does the artist require a table, chairs and tent? If the artist shows up 15 minutes early, which is adequate time for his or her set up, and you take 15 minutes to get what they need to do their job, it's costing you money and eating into the service time. They will still need that 15 minutes of setup time they planned for once you get the area set up as was requested in advance. I have run into this time and time again, even with reminders.

I hope this is helpful to make your party planning a little easier and your event entertainment go smoothly.