BOOKING PROCESS DETAILS
1. Initial Inquiry
2. DISCOVERY CALL
Contact Calabash via their preferred method:
Email: orogunmedia@gmail.com
Website Form: www.orogunmedia.COM/calabash-inquiry
What to Include:
Company name
Event type (Black History Month, employee appreciation, diversity celebration, 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 24 business hours
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
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 (efficient and respectful of your time)
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 48 hours
If timing or budget doesn't work, we'll discuss alternatives or keep you in mind for future opportunities
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 breakdown (Act 1, 2, 3 structure)
Timeline and flow
Interactive elements and cultural education components
Customizations based on your Discovery Call feedback
Photography, extended time, merchandise, etc.)
Payment terms and schedule
3. Production & Logistics
Technical requirements (stage, sound, lighting)
Setup and teardown timeline
Venue coordination details
What Calabash provides vs. what venue provides
4. Marketing & Promotional Support
Internal communication templates (email, intranet, posters, video)
Social media assets for company channels
Photography/video content rights
5. About Calabash & Orogun Media
Company credentials
Past corporate partnerships (Google, Meta, Salesforce)
Artist bios and performance highlights
Testimonials and social proof
6. 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.)
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 Includes:
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)
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 (60 min video call)
Detailed program walkthrough
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:
Email templates for internal promotion
Poster designs (digital and print-ready)
Social media graphics
Event description copy
Employee registration system setup (if needed)
Catering coordination (if Calabash is involved)
2 WEEKS BEFORE EVENT
Planning Session #2 (30 min check-in call)
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 walkthrough
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)
Teardown 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.
CONTACT & SUPPORT
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 48 hours, you'll have a tailored proposal ready for review