Event planning is a complex process and one that requires a solid team. According to Mona Desai, Managing Director of Peerspace, the most important thing is having clear communication and ensuring that everyone is on the same page. It’s also important to know your budget and have a contingency plan. Here are some tips for planning your event entertainment:
The type of entertainment you choose will depend on the audience you are trying to engage. Whether you are hosting a virtual conference or an in-person event, it is important to understand your audience to determine what kind of show will appeal to them. This involves looking at their demographics and psychographics. For example, if your audience is primarily young professionals who are trying to build their career and social network, you may want to consider using high-energy event entertainment to keep them engaged during the session.
Also, many event planners and venues have lists of preferred entertainers and talents they work with regularly. This can be a great resource to help narrow down your options and find the perfect entertainment for your event.
Know Your Event Type
When you’re selecting entertainment, make sure it matches the event type. For instance, if you’re hosting an internal corporate event, something a little more formal is appropriate.
Choosing the right entertainment can increase your event’s exposure and brand awareness. Guests will be inclined to share photos and videos of the act or show online, boosting your reach.
Moreover, your event attendees will be talking about your entertainment long after the event. This is why it’s important to select something that’s innovative and unique, such as 3D light art. This way, your event will be a standout and become a talk of the town.
Know Your Event Budget
The next step is to determine what you can actually afford. For most events, the budget is a crucial aspect of the overall planning process. The sooner you can create and share a high-level event budget with internal and external stakeholders, the more leeway you’ll have in allocating costs throughout the rest of the planning stages.
Entertainment choices should match the event type and goals of the client. For example, One Direction or a Justin Bieber tribute band isn’t appropriate for a corporate family day event.
It’s also important to resist temptation to inflate or underestimate line items in the budget. Overestimating expenses can lead to financial strain, whereas underestimating costs could result in insufficient resources or compromised event quality. Keeping the budget realistic facilitates informed decision-making, effective resource allocation and a smooth execution of the event.
Conduct Rehearsals and Technical Run-Throughs
Having a technical rehearsal is crucial to avoid any surprises on the day of your event. This allows your entertainer to test their equipment, such as their microphones, lighting and sound system. If they are using a presentation platform, the rehearsal will also be an opportunity to test out the transitions between presenters and how their slides will work.
The rehearsal process can be stressful for all involved, so breaks should be incorporated between whole set run-throughs. It is common for entertainers to want to go back and re-do certain aspects of their performance, so it is important that your AV team are on hand to make these adjustments. The venue’s in-house speakers should be tested as well, especially if they are funky or have poor audio quality.
Have a Contingency Plan
When planning an event, it’s best to expect the unexpected. Having a contingency plan, such as an alternative venue in case of bad weather or a performer cancelling at the last minute, can help prevent events from going sideways.
Entertainment has the power to turn a dull event into one that attendees will talk about for weeks. This can lead to increased exposure for your business or organization.
When selecting entertainment, make sure you get full quotes from vendors and that any contracts are reviewed carefully. This can prevent any misunderstandings that may lead to disappointment, frustration or costly changes. Also, be prepared with a list of potential problems and have a plan for them. For example, if you’re hosting a tech-related event, have backup cables, dongles and thumb drives with keynote presentations saved.