Planning a corporate event can be a big job. One of the most important parts is choosing the right entertainment. The right choice can make your event memorable. But how do you pick the perfect entertainment? Let’s talk about some tips to help you out.
Understand Your Audience
The first thing to consider is your audience.
Who will be attending the event? Are they young professionals, seasoned executives, or a mix of both? Knowing your audience helps you choose entertainment that will appeal to them.
Think about what your audience likes. Do they enjoy music, comedy, or interactive activities? For instance, a group of young professionals might enjoy a live band or a DJ. On the other hand, seasoned executives might prefer a more relaxed setting with a jazz band or a classical music ensemble.
Set a Budget
Next, you need to set a budget. Entertainment can be one of the biggest expenses for your event, so it’s important to know how much you can spend. When setting your budget, think about all the costs involved. This includes not just the performer’s fee, but also things like equipment rental, travel expenses, and accommodations if needed.
Keep in mind that more expensive doesn’t always mean better. You can find great entertainment options at all price points. The key is to find something that fits your budget and will be enjoyed by your audience.
Consider the Event Theme and Goals
Your event’s theme and goals should also guide your entertainment choices. For example, if you’re hosting a holiday party, a festive band or a holiday-themed performance might be perfect. If your event is a formal gala, a string quartet or a classical pianist might be more appropriate.
Think about the message you want to convey. If the event is meant to be motivational, a keynote speaker or an inspirational performer might be a good fit. If it’s meant to be fun and relaxing, a comedian or a magician might be a better choice.
Look for Versatile Performers
Versatility is important when choosing entertainment. You want someone who can adapt to different situations and keep the audience engaged. Look for performers who can tailor their act to suit your event. For example, a comedian who can customize their jokes to fit your industry or a band that can play a mix of music genres.
Check References and Reviews
Before you book any performer, it’s a good idea to check their references and reviews. Look for testimonials from past clients and see what they have to say. You can also check online reviews on sites like Yelp or Google.
Ask the performer for a demo or a video of their previous performances. This can give you a good idea of their style and how they interact with the audience. If possible, try to see them perform live before you book them.
Think About Logistics
Logistics are another important factor to consider. Think about the size and layout of your venue. Will the performer need a stage or special equipment? Will there be enough space for their performance?
Also, consider the timing of the performance. Will it be during dinner, after a keynote speech, or at the end of the event? Make sure the timing works well with the rest of your event schedule.
Plan for the Unexpected
It’s always a good idea to have a backup plan. Things don’t always go as planned, and you need to be prepared for the unexpected. Have a backup entertainer or activity ready just in case something goes wrong. This can help you avoid any last-minute stress and ensure your event goes smoothly.
Communicate Clearly with the Performer
Clear communication with your performer is key. Make sure they understand your event’s goals, audience, and schedule. Provide them with all the details they need, including the event timeline, venue layout, and any special requests.
Be clear about your expectations and ask them to confirm their availability well in advance. This helps avoid any misunderstandings and ensures that everything runs smoothly on the day of the event.
Tailor the Experience
Once you’ve chosen your entertainer, think about how you can tailor their performance to make it even more special. Customization can make a big difference. For instance, if you hire a comedian, ask if they can include some jokes about your company or industry. If you have a band, see if they can play some favorite songs of your team.
Customization shows that you’ve put thought into the entertainment. It makes the experience more personal and engaging. It also helps the audience feel more connected to the performance.
Engage the Audience
Interactive entertainment can be a great way to engage your audience. Think about options that get people involved. For example, you could have a magician who walks around performing close-up tricks or a caricature artist drawing guests.
Games and contests can also be fun. Consider hiring a game show host to run a trivia game related to your industry. Or, set up a photo booth with fun props. These activities get people involved and can create lasting memories.
Mix It Up
Sometimes, a mix of entertainment options works best. Instead of just one performer, consider having several different types of entertainment throughout the event. For example, you could start with a live band during cocktails, followed by a keynote speaker, and end with a DJ for dancing.
Having different types of entertainment keeps things interesting. It ensures that there’s something for everyone. Plus, it can help break up the event and keep the energy high.
Keep It Professional
Even though you want your event to be fun, it’s still a corporate event. Make sure your entertainment choice reflects the professionalism of your company. Avoid anything that could be seen as offensive or inappropriate.
This includes checking the content of any performances. For example, if you hire a comedian, make sure their jokes are clean and suitable for all audiences. If you have a band, ensure their lyrics are appropriate.
Get Input from Your Team
Don’t be afraid to ask your team for their input. They might have great ideas or suggestions for entertainment. Plus, getting their feedback can help ensure that you choose something everyone will enjoy.
You could send out a survey or have a brainstorming session. Ask about past events and what people liked or didn’t like. Use this information to guide your choices.
Consider Virtual Entertainment
With the rise of virtual events, consider virtual entertainment options as well. Many entertainers now offer virtual performances. This can be a great option if your event has remote attendees.
Virtual entertainment can include things like online magic shows, virtual comedians, or even digital escape rooms. These options can be just as engaging as in-person entertainment and can help include all attendees, no matter where they are.
Plan the Details
Once you’ve booked your entertainment, plan out all the details. Make sure you have everything in place for a smooth performance. This includes coordinating with the venue on things like sound and lighting.
Also, confirm all the logistics with the entertainer. Make sure they know when and where they need to be. Provide them with a detailed schedule and contact information.
Promote the Entertainment
Let your guests know what to expect. Promote the entertainment in your event invitations and marketing materials. This can help build excitement and ensure a good turnout.
Share some details about the performer and what they’ll be doing. If you have a famous band or a well-known speaker, highlight this in your promotions. Use social media, email, and your company’s website to spread the word.
Evaluate the Success
After the event, take some time to evaluate the success of the entertainment. Gather feedback from your guests and see what they thought. This can help you plan future events and improve your entertainment choices.
Ask what people liked best and if there’s anything they would change. Use this feedback to make your next event even better.
Conclusion
Choosing the perfect entertainment for your corporate event doesn’t have to be stressful. By understanding your audience, setting a budget, considering your event’s theme, and planning the details, you can find the right entertainment to make your event a hit. Keep these tips in mind, and your next corporate event will be one to remember.