The Essential Guide to Communicating with Your Magical Entertainer
You’ve made the wise decision to book a professional magician for your event. Whether it’s a corporate function, wedding reception, or private party, magical entertainment can create memorable moments that your guests will talk about long after the event ends. But how do you ensure the performance perfectly matches your vision and expectations?
The answer lies in effective communication with your chosen performer. At Magical Memories, we’ve facilitated thousands of successful performances, and we’ve found that a thorough, clear briefing makes all the difference between a good performance and a truly exceptional one.
Why Proper Briefing Matters
Before diving into the specifics of how to brief your magician, let’s consider why this communication is so important:
- Personalization opportunities – Allowing the performer to tailor aspects of their show to your event
- Expectation alignment – Ensuring both you and the magician share the same vision
- Logistical preparation – Addressing practical considerations that affect performance quality
- Special moment planning – Coordinating any particular highlights or features you want included
- Problem prevention – Identifying and addressing potential issues before they arise
A comprehensive briefing creates the foundation for a seamless, perfectly executed performance that feels like it was created specifically for your event—because, with proper communication, it will be.
The Essential Briefing Elements
Whether you’re working directly with a performer or through an agency like Magical Memories, your briefing should cover these key areas:
1. Event Basics
Start with the fundamental information that frames the entire performance:
- Event type and purpose – Is this a corporate team-building event, a wedding reception, a product launch, etc.?
- Date, time, and duration – When exactly will the performance take place, and for how long?
- Venue details – Where will the performance happen, including specific rooms or areas?
- Audience size and composition – How many guests will attend, and what is their demographic profile?
- Event schedule – How does the magical performance fit into the overall event timeline?
This contextual information helps the magician understand the basic parameters within which they’ll be performing.
2. Performance Style and Content
Communicate your preferences regarding the nature of the magical entertainment:
- Performance format – Do you prefer close-up magic, a stage show, or mix and mingle entertainment?
- Tone and style – Are you looking for comedy, sophisticated elegance, family-friendly content, or mind-reading effects?
- Audience involvement level – How interactive do you want the performance to be?
- Special requests – Are there particular types of effects or routines you’d like included?
- Content restrictions – Are there any themes or approaches you’d prefer to avoid?
These preferences help shape the performance to match your vision and event atmosphere.
3. Logistical Considerations
Address the practical elements that affect performance conditions:
- Performance space details – What are the dimensions, layout, and features of the area?
- Lighting conditions – What lighting will be available during the performance?
- Sound considerations – Will there be background music, noise from adjacent areas, or a sound system available?
- Visibility factors – How will guests be positioned relative to the performance area?
- Technical requirements – What equipment needs to be provided by either party?
These practical details ensure the performer can prepare appropriately for the specific conditions of your event.
4. Integration with Event Elements
Explain how the magical entertainment should interact with other aspects of your event:
- Timing coordination – How should the performance align with other activities like dining, speeches, or dancing?
- Theme integration – Is there an event theme the magic should complement?
- Brand alignment – For corporate events, are there brand messages to incorporate?
- Special moment coordination – Are there key moments (like a proposal or announcement) to incorporate into the magic?
- Other entertainment interaction – How should the magician coordinate with other performers or activities?
This coordination ensures the magical entertainment enhances rather than conflicts with other elements of your event.
5. Special Considerations
Provide information about any unique factors that might affect the performance:
- VIP guests – Are there particular guests who should receive special attention?
- Cultural considerations – Are there cultural sensitivities or traditions to respect?
- Accessibility needs – Will guests with disabilities need accommodation?
- Surprise elements – Is the magical entertainment itself a surprise for some or all guests?
- Photography/recording plans – Will the performance be professionally photographed or recorded?
These details help the performer navigate special circumstances with sensitivity and professionalism.
The Briefing Process: When and How
For optimal results, follow these guidelines regarding the timing and method of your briefing:
Initial Booking Stage
When first booking your magician, provide the essential information that affects their preparation:
- Basic event details (date, time, venue, audience size)
- General performance style preferences
- Any absolute requirements or restrictions
Planning Stage (1-2 Months Before)
As your event plans solidify, share more detailed information:
- Refined performance expectations
- Event schedule details
- Venue specifics and logistics
- Special requests or customizations
Final Confirmation (1-2 Weeks Before)
Shortly before the event, confirm all details and address any last-minute considerations:
- Final schedule timings
- Any changes to the original plan
- Contact details for day-of coordination
- Answers to any questions the performer may have
Communication Methods
Choose the most effective communication channels for different aspects of your briefing:
- Written documentation – Email or shared documents for detailed information and reference
- Phone or video calls – For discussing nuanced preferences or answering questions
- In-person meetings – For complex events or when venue walkthroughs are beneficial
- Agency mediation – Using your entertainment agency to facilitate communication
The most effective briefings often combine multiple communication methods to ensure clarity and thoroughness.
Briefing Templates: What to Include
To help you organize your thoughts, here’s a template for a comprehensive magician briefing:
Event Overview
- Event name/type:
- Date and time:
- Venue name and address:
- Expected number of guests:
- Guest demographic/composition:
- Event purpose and atmosphere:
Performance Details
- Performance type requested:
- Performance duration:
- Start and end times:
- Style preferences:
- Special requests or must-include elements:
- Content restrictions or sensitivities:
Logistical Information
- Performance area description:
- Technical equipment available:
- Lighting conditions:
- Sound/acoustics considerations:
- Arrival and setup time allowed:
- Parking/loading information:
- Dress code expectations:
Event Integration
- Overall event schedule:
- Activities before and after the magic:
- Theme or branding elements to incorporate:
- Key moments to highlight or coordinate with:
- Other entertainers or speakers:
Special Considerations
- VIP guests to include:
- Cultural or religious considerations:
- Accessibility requirements:
- Surprise elements or secrets:
- Photography or recording plans:
- Any sensitive topics or situations:
Contact Information
- Primary contact name and role:
- Day-of-event contact (if different):
- Phone numbers (mobile preferred):
- Email addresses:
- Venue contact person:
While not every section will apply to every event, this template provides a comprehensive framework you can adapt to your specific needs.
Common Briefing Mistakes to Avoid
Based on our experience at Magical Memories, here are some common briefing pitfalls to avoid:
- Vague or ambiguous requests – “Make it amazing” without specific guidance leaves too much to interpretation
- Unrealistic expectations – Requesting effects that require conditions or preparation not possible at your event
- Last-minute major changes – Significantly altering performance expectations shortly before the event
- Omitting crucial information – Failing to mention important factors that affect performance conditions
- Conflicting directions – Providing contradictory guidance from different stakeholders
- Micromanaging the performance – Attempting to script every moment rather than trusting professional judgment
- Neglecting logistical details – Focusing on content while ignoring practical considerations
Avoiding these common mistakes will help ensure a smooth briefing process and ultimately a more successful performance.
The Agency Advantage: Facilitated Communication
When booking through an entertainment agency like Magical Memories, you benefit from experienced professionals who can facilitate effective communication between you and your chosen performer:
- Translation of requirements – Helping articulate your needs in terms performers understand
- Experience-based guidance – Suggesting approaches that have worked well for similar events
- Expectation management – Ensuring both parties have realistic and aligned expectations
- Comprehensive briefing protocols – Established processes for gathering and communicating all necessary information
- Mediation when needed – Resolving any miscommunications or conflicting requirements
This facilitation often results in more effective communication and ultimately a better-tailored performance.
The Feedback Loop: Post-Event Communication
Effective communication doesn’t end when the performance concludes. Consider these post-event communication practices:
- Performance feedback – Sharing what worked well and any areas for improvement
- Guest reactions – Relaying audience responses and memorable moments
- Testimonials or reviews – Providing formal feedback that helps the performer and future clients
- Photo or video sharing – Exchanging visual records of the performance
- Future booking discussions – Using the experience to inform potential future engagements
This feedback loop benefits both you and the performer, creating a foundation for even more successful future collaborations.
Creating Magical Memories Through Clear Communication
The difference between a standard performance and a truly exceptional, perfectly tailored magical experience often comes down to the quality of communication between client and performer. By investing time in a thorough, clear briefing, you significantly increase the likelihood that the magical entertainment at your event will exceed expectations.
At Magical Memories, we’re committed to facilitating this communication process, ensuring that every performance we arrange is perfectly aligned with our clients’ vision and requirements. Our experience has shown that when expectations are clearly communicated and understood, magical moments naturally follow.
For your next event, trust Magical Memories to guide you through the briefing process, connecting you with the perfect performer and ensuring they have everything they need to create truly unforgettable magical entertainment. Contact us today to begin planning the perfect magical experience for your special occasion.