New to planning school assemblies? Want to make sure the experience for your youth is successful?  Keep reading (and watch our video guide) for five things that are a MUST DO when planning entertainment for your school or summer camp.

  1. Use a Reputable Company

Academic Entertainment was incorporated in 1997.  Our missing is to make learning fun and we do that by promoting education through quality entertainment. We only represent the best artists and speakers available nationwide.  It’s assurance for you that our programs are pre-vetted and you’re hiring the top talent.

  1. Check References

Every program on our website includes reviews specific to that presenter and presentation. We will gladly provide contact information for other clients that have had your same presentation, and perhaps even located near you!

  1. Pay your reservation fee on time to hold your date

Especially for in-person presentations, paying your reservation fee within 30 days of invoice receipt ensures that your presentation is scheduled for your desired date and time. We send an invoice to you upon confirmation of every show you schedule with us. We also ask for a service agreement to be signed and returned.  Not returning your service agreement or acknowledging invoice receipt does not absolve you of the obligation you committed to. We expect you to communicate with us via phone and email if you decide not to proceed.


As a subset of item 3, communication when planning educational entertainment is key. Communicate with your booking agency, communicate with your venue, communicate with all stakeholders involved.

  1. Get a purchase order and budget approval before scheduling.

No one likes to cancel!  Ensure that you have your budget approved prior to booking an assembly. There’s nothing worse than getting excited about a presentation and then finding out that you can’t proceed because you didn’t have prior authorization.

We are willing to accept a purchase order in lieu of a reservation fee. Get your purchase order number and a copy of your purchase order prior to asking us to email an invoice.

  1. Ensure you’re in communication with your presenter before the assembly date.

Academic Entertainment will send out an assembly reminder the week prior to your presentation. We expect our presenters to be in touch with you one to two weeks prior to the show to confirm their arrival time and set-up needs.

With a virtual presentation, our presenters will set up and email you a Zoom link and expect to meet you 15 minutes prior to the show starting for a final tech check and to go over any last-minute details. If your school is hosting on Google Meet, please provide the Meet link 1-2 week prior to the show.

Providing a contact cell phone for any presentation is especially important as well!  This way the presenter can reach you at the last minute if needed.

We hope these tips are helpful for you as you are navigating your assembly planning. We appreciate your consideration of our programs and we look forward to working with you!

Reach out to us at, call 800-883-9883 or fill out and submit our request for information form.