Set The Stage: Your Go-To Entertainment Management Checklist

There is no business like show business and anyone who has booked entertainment for a corporate program knows exactly what we mean. From coordinating talent and tech requirements to managing on-site logistics and show flow, putting on a seamless production can feel like stepping into the spotlight yourself.

At Cohera, we know that preparation is everything. That’s why Michael Brown, our Senior Design & Development Manager in Las Vegas, and I put together this entertainment management checklist. Use it to keep your programs running smoothly and ensure your talent always hits the right note.

1. Build the Right Team Before Booking Talent

Start with the people behind the scenes. A strong support team ensures everything runs without a hitch long before performers arrive. For larger productions, our typical structure includes:

• Operations Lead – Oversees overall coordination.

• On-Site Operations Manager – Handles day-of logistics.

• Entertainment Operations Manager – Ensures performers’ needs are met.

Having the right cast behind the scenes means your talent can focus on putting on the best show possible.

2. Tech Check First

Before you book your talent, get familiar with your venue’s capabilities. AV requirements can make or break a show, and performers rely on the space as much as you do.

• Measure Twice, Book Once – Take photos, mark up floorplans, and visualize show flow. Can performers move easily in costume? Is the stage floor appropriate? Think through every detail before committing.

• Review Technical Riders Carefully – Know your performers’ exact needs so there are no surprises. A trusted DMC partner can help manage these details and keep your budget in check.

3. Contracts and Talent Riders: Know the Fine Print

Clear expectations make for happy performers and a smooth program.

• Set Expectations Early – Outline what will (and won’t) be provided in the contract.

• Plan Timing Carefully – Rehearsals, costume prep, and stage setups often require early arrivals. Factor this into your schedule to avoid last-minute stress.

4. On-Site Essentials: Rehearsals to Show Time

A successful show is all about preparation on the day of the event:

• Share a Detailed Program Overview – Include timelines, diagrams, and performance expectations.

• Introduce Your Talent to Key Players – Provide context about your client, event goals, and audience. Photos of VIPs never hurt!

• Pre-Event Briefing – Gather entertainers with your operations team to walk through the show and answer questions.

5. Greenroom Guidelines

Comfortable, well-equipped greenrooms set the tone for a great performance:

• Provide Essentials – Tables, chairs, refreshments, and privacy go a long way.

• Support the Support Team – Talent handlers, wardrobe staff, and assistants need a space to regroup too.

• Make Them Feel Welcome – Assign someone to greet performers on arrival and show them to their space.

6. Managing Talent Like a Pro

A few key do’s and don’ts can prevent chaos and ensure everyone shines:

• DO: Clearly define who can attend the event to avoid extra entourage surprises.

• DON’T: Let performers take photos or videos without approval. Protect your branding and privacy.

• DO: Treat the greenroom as a safe, private space and communicate through the handler.

• DO: Over-communicate from booking to show day. Clarity prevents surprises.

• DON’T: Tolerate rude or unsafe behavior. Set expectations early and empower your team to handle issues professionally.

• DON’T: Place dressing or greenrooms in inconvenient or unsafe areas. Even limited space can be made functional, safe, and comfortable.

Final Curtain

Entertainment management can feel like a high-wire act, but thoughtful planning makes all the difference. Use this checklist to stay grounded, anticipate needs, and set your talent up for success.

And if you ever want a partner in the wings, Cohera is ready to step in. From planning to execution, we love helping clients create seamless, unforgettable programs without missing a beat.