BOOKING PROCESS DETAILS

1. Initial Inquiry

Contact Calabash via your preferred method:

Email: orogunmedia@gmail.com
Website Form: www.orogunmedia.COM/calabash-inquiry

What to Include:

  • Company name

  • Event type (Annual celebrations, Client entertainment, Diversity calendar events, Black History Month, Offsite Team Events, Wellness program kickoffs, Lunch & learn events, employee appreciation, other, etc.)

  • Preferred date(s) or date range

  • Expected audience size

  • Location/venue (if known)

  • Budget range (optional but helpful)

What Happens Next:

  • Response Time: Within 5 business days

  • Initial Response Includes:

    • Confirmation of availability for requested date(s)

    • Link to schedule Discovery Call

    • Preliminary information packet (1-page overview, pricing guide)

    • Any clarifying questions

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2. DISCOVERY CALL

Scheduling:

  • Calabash provides Calendly link for easy self-scheduling

  • Available time slots: Mon-Fri, 9am-5pm

  • Format: Video call (Zoom/Teams) or phone

  • Duration: 30 minutes approx.

What We'll Discuss:

  • Event Goals & Objectives

  • What are you hoping to achieve? (engagement, cultural awareness, team building, celebration)

  • Is this part of a larger D&I initiative?

  • Any specific themes or messages you want emphasized?

  • Audience Profile

    • Number of attendees

    • Demographics and roles

    • Any accessibility requirements

  • Logistical Details

    • Date, time, and duration preferences (date confirmed when deposit paid

    • Venue details (indoor/outdoor, stage size, technical capabilities)

    • Venue access

    • Other programming that day (before/after Calabash)

    • Catering, hospitality, or other event components

  • Budget & Investment

    • Transparent discussion of pricing

    • Budget constraints or flexibility

    • Any add-on services of interest

  • Decision-Making Process

    • Who else needs to approve? (stakeholders, budget holders)

    • Timeline for making a decision

    • Any specific requirements from leadership

What Happens Next:

  • No pressure, no obligation

  • If there's a fit, we'll create a custom proposal within 3 business days

  • If timing or budget doesn't work, we'll discuss alternatives or keep you in mind for future opportunities

3. CUSTOM PROPOSAL DELIVERY

What You Receive:

A comprehensive, tailored proposal document including:

1. Executive Summary

  • Event concept customized to your company and goals

  • Key benefits and outcomes specific to your objectives

2. Detailed Event Program

  • Complete 2-hour experience event proposal and breakdown (Act 1, 2, 3 structure)

  • Timeline and flow

  • Interactive elements and cultural education components

  • Customizations based on your Discovery Call feedback

  • Payment terms and schedule

3. Production & Logistics

  • Technical requirements (stage, sound, lighting)

  • Setup and tear-down timeline

  • Venue coordination details

  • What Calabash provides vs. what venue provides

4. Next Steps & Contract Preview

  • Clear action items

  • Timeline to confirm booking

  • Payment schedule

  • Cancellation policy

Proposal Format:

  • PDF document (8-12 pages, professionally designed)

  • Optional: Video message from the team personalizing the proposal

  • Validity: Proposal and pricing valid for 14 days

Review & Questions:

  • Follow-up call available if you have questions (15-30 min)

  • Email support for any clarifications

  • Proposal revisions if needed (budget adjustments, timeline changes, etc.)

4. CONTRACT & DEPOSIT

Decision & Confirmation:

Once you're ready to move forward, simply reply to the proposal email with:

  • "We'd like to proceed with booking Calabash for [date]"

  • Any final questions or requests

Contract Process:

  • What We Send:

    • Service Agreement (clear, straightforward contract)

    • Invoice for 50% Deposit depending on package)

    • Insurance Certificate (public liability coverage -

    • Technical Rider (detailed requirements for venue)

Contract to Include:

  • Event date, time, location

  • Scope of services (as outlined in proposal)

  • Investment amount and payment schedule

  • Cancellation policy and terms

  • Liability and insurance provisions

  • Intellectual property and media rights

  • Force majeure clause

Signing Options:

  • Electronic signature (DocuSign or similar - fastest)

  • PDF signature (sign and email back)

  • Postal mail (if required by your procurement process)

Payment Methods:

  • Bank transfer (preferred - Irish bank account details provided)

  • Credit card (via invoice link)

  • Company purchase order (if required by your AP process)

Typical Timeline:

  • Contract sent within 24 hours of your "yes"

  • Signing target: 3-5 business days

  • Deposit Payment due: on contract signing

  • Balance due 14 days prior to the event

  • Your date is officially secured once deposit is received

Booking Confirmation:

Once we receive your signed contract and deposit, you'll receive:

  • Booking Confirmation Email with all details

  • Dedicated Event Coordinator Contact (your main point of contact)

  • Welcome Pack (what to expect, how to prepare, FAQ)

  • Planning Timeline (key milestones leading up to event)

5. COLLABORATIVE PLANNING → EVENT DAY

Planning Timeline:

  • 6-8 WEEKS BEFORE EVENT

    • ✓ Contract signed, deposit paid, date secured

    • Initial planning email with coordinator introduction

    • Technical requirements sent to venue

    • Save-the-date for internal promotion

  • 4-6 WEEKS BEFORE EVENT

    • Planning Session #1

      • Detailed program walk-through

      • Customization discussions (specific messaging, company milestones, etc.)

      • Venue coordination logistics

      • Confirm technical specs with venue

      • Discuss any VIP guests or special considerations

  • 3-4 WEEKS BEFORE EVENT

    • Marketing asset delivery (If needed):

      • Email templates for internal promotion

      • Poster designs (digital and print-ready)

      • Social media graphics

      • Event description copy

    • Employee registration system setup (if needed)

    • Artists and Performers coordination

  • 2 WEEKS BEFORE EVENT

    • Planning Session #2

      • Final attendee count confirmation

      • Last-minute adjustments or requests

      • Confirm venue access times and contact

      • Review day-of-event schedule

    • Final invoice for remaining 50% payment (due 14 days before event)

    • Travel/accommodation confirmation (if applicable)

  • 1 WEEK BEFORE EVENT

    • Final Confirmation Call (15 min)

      • All logistics locked in

      • Emergency contact numbers exchanged

      • Final attendee count

      • Weather contingency (if outdoor event)

    • Delivery of any branded merchandise (if ordered)

    • Venue site visit (if needed and local)

  • 2-3 DAYS BEFORE EVENT

    • Final reconfirmation email with:

      • Arrival time for Calabash team (typically 3 hours before start)

      • Load-in logistics

      • Green room/hospitality details

      • Day-of contact information

      • Emergency backup plans

  • EVENT DAY

    • H-3 Hours: Setup & Soundcheck

      • Calabash team arrives

      • Equipment load-in and setup

      • Full soundcheck with venue technical team

      • Stage and lighting adjustments

      • Final walk-through

    • H-30 Minutes: Pre-Show

      • Artists ready and prepared

      • Final technical checks

      • Coordinator checks in with client contact

      • Audience arrival management

    • H-Hour: SHOWTIME

      • Act 1: Awakening (35 min) - Roots & Routes

      • Intermission (15 min) - Networking, refreshments

      • Act 2: Celebration (50 min) - The Pulse of Progress

      • Act 3: Unity (20 min) - Ubuntu in Business

      • Total: 2 hours of unforgettable experience

Post-Event (H+1 Hour)

  • Tear-down and load-out

  • Quick debrief with client (5-10 min)

  • Thank you and feedback collection

  • Equipment packed and departed

FREQUENTLY ASKED QUESTIONS

Booking & Logistics

Q: How far in advance should we book? A: 6-8 weeks minimum recommended, but we can accommodate shorter timelines if available. For popular dates (Black History Month, Africa Day), book 3-4 months ahead.

Q: What if our preferred date isn't available? A: We'll suggest alternative dates close to your preference and check if we can shuffle our schedule to accommodate.

Q: Can we book multiple events or a series? A: Absolutely! We offer discounted rates for multi-event packages (e.g., quarterly programming, annual series).

Q: Do you travel outside Dublin? A: Yes! We perform across Ireland, UK, and Europe. Travel and accommodation costs are factored into pricing for events outside greater Dublin area.

Customization & Flexibility

Q: Can we customize the program for our company? A: 100% yes. Every Calabash experience is tailored to your goals, messaging, and audience. We work with you to incorporate company values, milestones, and themes.

Q: What if we have a smaller budget? A: We can offer a 5-8 piece ensemble instead of a full 13-piece, or discuss a shorter performance format.

Q: Can we add our company branding? A: Yes! We can incorporate your company logo on screens, create co-branded materials, and design custom merchandise featuring both brands.

Q: Is this appropriate for all-ages / family-friendly events? A: Absolutely. Our Baba Eweo storytelling component is specifically designed for families. The full program is appropriate and engaging for all ages.

Technical & Venue

Q: What venue requirements do you need? A: Minimum 6m x 4m stage space, standard PA system, power outlets, and load-in access. We provide detailed technical rider upon booking.

Q: What if our venue doesn't have a stage? A: No problem! We can perform on a cleared floor space or bring portable staging if needed (additional cost).

Q: Can you perform outdoors? A: Yes, weather permitting. We require a covered stage area and weather contingency plan (indoor backup location).


Investment & Value

Q: What's included in the €12,000-€25,000 investment? A: Full 13-piece Yankari ensemble, 2-hour program, all artists and equipment, production coordination, marketing assets, and setup/teardown. See proposal for detailed breakdown.

Q: Are there any hidden costs? A: No. Our pricing is all-inclusive except for optional add-ons (photography, extended time, merchandise, etc.) which are clearly itemized in proposals.

Q: Can we get a discount for non-profit organizations? A: We evaluate case-by-case. Educational institutions and mission-aligned nonprofits may qualify for reduced rates.

Q: How does Calabash pricing compare to other corporate entertainment? A: Our €12K-€25K range is competitive with mid-tier corporate event budgets (€15K-€75K typical). You get premium cultural programming at accessible pricing.

Day-Of Logistics

Q: Do we need to provide meals for the artists? A: Yes, hospitality riders typically include meals/refreshments for ~15 people (band + crew). Simple catering is fine - we're not demanding!

Q: What if something goes wrong on event day? A: We have backup artists, backup equipment, and 15+ years combined event production experience. Emergencies are rare, and we have contingency plans.

Q: Can employees take photos/videos? A: Yes! We encourage it. You'll own the rights to any content captured by your team. Professional photography/videography available as add-on service.

Business Hours:

Monday - Friday: 9:00 AM - 5:00 PM GMT
Response time: Within 24 business hours

Emergency Contact (Event Day Only):

Available 24/7 on scheduled event dates

READY TO BOOK?

Start Your Booking in 3 Easy Steps:

1. EMAIL US Send a quick inquiry to orogunmedia@gmail.com with your event details

2. SCHEDULE YOUR DISCOVERY CALL We'll send you a Calendly link to book your 30-minute consultation

3. RECEIVE YOUR CUSTOM PROPOSAL Within 5 business days, you'll have a tailored proposal ready for review

GET IN TOUCH

EMAIL: INFO@CALABASHCURATORS.IE