How to Book a Celebrity for an Event

Having the right celebrity speak at your event can help drive attendance and media coverage, but more important, it can set you apart from your competitors. The process to book a celebrity can be daunting and frustrating at times. However, with a bit of patience and a few tips and tricks you can secure a celebrity for your event.

Difficulty:

Moderately Challenging

Instructions

Things You'll Need

• List of contacts for celebrity managers and publicists.

1. Create a list of potential celebrity attendees. Not every celebrity will enhance your event. Celebrities on your list should mirror your company's image and mission statement to ensure that your attendees are not turned off. Consider celebrities who have an interest in your industry or product. For example, if your event is centered around food, invite celebrities who are gourmands. For each celebrity on your list, find at least two contact points. Ways to contact celebrities include their publicists, agents, studios or record labels and the celebrities' official websites.

2. Contact the celebrity as soon as possible. This allows the celebrity plenty of time to either clear his calendar or block off dates in his calendar to attend your event. Ask if there is a discount on the celebrity's appearance fee if you book the celebrity during different times of the year. The celebrity may need to fill his calendar at certain times to remain visible in the press. After reaching the right person, follow up within a week by phone to remind the contact person of the event. Provide the details of the event, and prepare a list of all of the benefits the celebrity will enjoy due to attending. Benefits could include the location of the event, press coverage, goodwill and the attendance fee or honorarium.

3. Secure sponsorships to help pay the celebrity's fee. Let the sponsor know that you are targeting a celebrity to attend and that a portion of the sponsorship will go to pay for the celebrity's attendance. Tell the sponsor which celebrity you are booking so the sponsor can determine if that person's image is in line with the sponsor's ideals as well. Booking a celebrity who your sponsors do not approve of can be disastrous. The sponsor could pull its support and you could potentially lose a valuable business partner. Keep a database of each of your partner's PR contacts to call when seeking a sponsorship. Create a sponsorship package that highlights all of the benefits for the sponsor and ensures that they will get maximum exposure at your event.

4. Link the event to a charity. Many times a celebrity will waive his honorarium or appearance fee if your event is tied to a charity. If your company has not decided on which charity to benefit, ask the celebrity to choose one. Offer a portion of each attendee's fee or a portion of the profits from the event to the charity. Many celebrities will attend if they are passionate about the charity or see an opportunity to raise funds for a good cause.

5. Research if any celebrities on your list live nearby or will be in your area during your event's schedule. If they are musicians or comedians, they might have an ongoing tour. It can save you money and increase the chances of the celebrity's attendance if he lives or will be nearby.

6. Be creative. With the advent of social media, it is now possible to get a celebrity's attention in many different ways. Start an Internet petition for the celebrity to attend your event. Contact the celebrity through his Facebook or Twitter account with the details of the event. Post a YouTube video requesting the celebrity's attendance.

Tips & Warnings

• Be persistent. It may take 10 calls or more before you reach someone who can help you.

• Be accommodating and friendly. Celebrities can be demanding and have strange requests. Understand that you may need to be flexible to secure their attendance.

• Some people may have a bad attitude. Be patient with them. Remember that you are dealing with celebrities.

References

• "Sports Travel Magazine"; HIring Familiar Faces; David J. Chavez; June 2009