Gone are the days of mundane corporate events that leave attendees checking their watches. Corporate events don't have to be dull affairs confined to conference rooms — they can be vibrant, engaging, and downright exciting.
Whether you're inspiring your team or celebrating customers, here's a comprehensive ten-step guide to planning corporate event music and entertainment without the stress.
Step 1: Define Your Event Goals
Before booking any entertainment, it's crucial to define your event goals. Are you looking to motivate and inspire your team? Celebrate recent successes with clients? Raise funds for a cause? Or provide an opportunity for networking and team building? Knowing your event's purpose and goals will guide your music and entertainment choices.
Step 2: Set the Stage for Success
Selecting the right music is paramount to creating an unforgettable corporate event experience. With our expertise in event production, we can help you curate the perfect musical atmosphere tailored to your event's unique vibe.
Consider the following factors when building out the framework for your next event:
- Venue: The type of venue you choose will influence the kind of music that can be played. For example, if you're hosting an outdoor event, consider a live band with acoustic capabilities.
- Audience: Understand your audience's demographics and preferences to ensure the entertainment resonates with them.
- Theme: If your event has a specific theme, you'll want to incorporate music and entertainment that aligns with it. This adds a cohesive element to your event.
- Event Schedule: The time of day and duration of your event may influence the type of music and entertainment you choose. For example, a mid-day luncheon guitarist will have a different vibe than a post-dinner DJ.
Step 3: Determine the Event Theme and Audience
Determine the theme and attendee demographics to align the musical selection with their preferences. Whether it's a formal fundraiser gala, a product launch, or a team-building retreat, the music should resonate with attendees and event goals to enhance the overall experience. Success lies in the details; defining your audience and theme helps your production partner create an ideal music and entertainment lineup.
Step 4: Secure Your Production Partner
Partnering with an event production company like BFP ensures seamless integration of musical elements into every aspect of your event. From sound system setup to stage production and performer coordination, a good production partner handles all the details to deliver a flawless musical experience that exceeds your expectations.
For organizations with an event calendar and budget, a long-term partnership with an event production helps ensure consistently high-quality entertainment experiences without the stress of planning from scratch for each event.
BFP uses The Science of Celebration™ methodology to create bespoke event experiences that align with your event's goals, audience, and brand image.
Step 5: Narrow Down Your Music Preferences
Based on your event's theme, audience demographics, and goals, select the type of music that will best align with them. Some popular options include:
- Live Bands: A live band adds energy and personal connection to any event. They can cater to a wide range of genres and tailor their performance to suit your specific needs.
- Solo Performers: Solo performers, such as acoustic guitarists, violinists, pianists, and more, add a touch of elegance to events and are ideal for more intimate settings. You can also have a steel drummer or Latin guitarist add a more casual and fun vibe to your event.
- DJs: DJs are perfect for creating a party atmosphere, with the ability to mix different styles and genres of music. They can also serve as emcees for your event.
- Custom Entertainment: If your event has a specific theme, consider incorporating custom entertainment to add an extra wow factor. Ice luges are a popular option for winter events, while dancers can be great for themed galas.
From live bands and DJs to jazz quartets and more, BFP has an extensive network of professional performers in various genres to elevate your corporate event entertainment. We work closely with our clients to understand their vision and bring it to life through our curated selection of top-notch entertainers.
Step 6: Consider Needs for Different Event Phases
Consider the various phases of your event, from networking sessions to keynote speeches and evening receptions. Each phase may require different musical styles and energy levels.
A mix of live musical performances, DJ sets, and ambient background music ensures a seamless transition and keeps guests engaged throughout the event (especially if your corporate event spans multiple days).
For example, a networking session may benefit from calming background music, while a high-energy live band might be perfect for an evening party or gala. Violinists might be a great addition to welcome guests, while a steel drummer is better suited for coastal venues and cocktail hours. A DJ can also help keep the energy up during breaks and transitions between speakers or activities. It's all about finding the right balance and variety to keep guests entertained.
Step 7: Select Entertainment Elements
Enhance guest interaction and participation with custom entertainment elements like photo booths, cigar rollers, dancers, and other interactive activities that align with your event goals. These can also serve as great icebreakers for networking sessions. Entertaining attendees helps keep the event engaging and memorable.
Step 8: Book Celebrity Talent & Superstars
For high-end events, bringing in celebrity performers, acts, or influencers can add an extra touch of excitement and elevate the overall experience. BFP has access to a wide range of celebrity talent, from singers to musicians to dance groups and more, to make your corporate event one to remember.
Celebrity talent can be a lot to manage, which is why having an experienced event production partner like BFP to handle all the logistics and coordination can make the process stress-free and seamless.
Step 9: Round it Out with Audio-Visual Elements and Decor
Incorporating audio-visual elements into your event can enhance the overall experience. Work with your production partner to determine what kind of audio-visual equipment is necessary for your event's music entertainment needs. This might include microphones for speakers, projection screens for visuals, and lighting effects to create the perfect ambiance.
The decor can also play a significant role in setting the tone for your event. Furniture rental, dance floor designs, and florals can all contribute to creating a cohesive and visually stunning event space. Again, working with an experienced production partner like BFP can help bring your vision to life.
Step 10: Leave it to the Professionals
At the end of the day, your corporate event entertainment should be a reflection of your brand and leave a lasting impression on attendees. That's why entrusting it to experienced event production professionals like BFP is crucial for ensuring a successful and stress-free experience.
Whether you’re planning an intimate executive retreat, a philanthropic gala, or a large-scale conference, following these steps and working with a trusted production partner will guarantee an unforgettable musical experience for all.
Elevate Your Corporate Event Calendar with BFP
There's no need to produce corporate events from scratch for each occasion. Partnering with a production partner like BFP guarantees high-quality music and entertainment and seamless event production and execution every time.
Our team works tirelessly to create bespoke experiences tailored to your company and attendees. Trust us to elevate your corporate event entertainment and take it to the next level.
Book a discovery call to discuss your company's corporate event needs.
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