Helpful Tips For Organising Wedding And Corporate Entertainment Events
It’s challenging to properly plan a wedding or a corporate event, especially when it comes to entertainment options. There is a lot you need to coordinate to ensure the success of an event. When it comes to choosing the entertainment option for a wedding or an event, there are several important things that you need to consider in order to make sure the guests have a great time as well as to minimise your stress. The most important thing is to choose an experienced and professional entertainment option who has the necessary expertise and experience to keep everyone engaged.
You have a variety of entertainment options for such events including various kinds of bands such as wedding bands, country bands, jazz bands, party bands as well as many different types of musicians including singers, classical musicians, background musicians and other such acts. You can also hire the services of other entertainers such as hypnotists, magicians and dancers among other options.
If you have never organised an event or want to learn more about the wedding and corporate entertainment options, here are a few tips to help you plan and organise the perfect entertainment option for your event.
If you are a seasoned event planner, you must be aware that popular entertainers are always busy. Therefore, it is important that you book them as early as possible. It will not only allow you to be sure of their availability for your event but you’re also likely to get a significant discount in case you book them early enough. It is recommended to book an artist months in advance to make sure they will be available for your event.
Watch the Videos First
You might have heard that a particular band or a singer or other type of entertainer is really popular for a particular kind of event. However, this does not mean that your collection of guests is going to like their performance. Therefore, it is important that you first watch their performance. You should also get some testimonials from their past clients.
Almost all the professional entertainers have their own website where you can find videos of their performance. Also, a number of performers get their booking done through various event management companies. If you decide to go through an event management company, you should ask for several videos of their performance to help you make an informed decision.
Cheapest Option Isn’t Always the Right Option
When it comes to a professional entertainer, you will get what you pay for. So, if you cheap out and hire an entertainer only because you have to, you will most likely get someone who isn’t entertaining. In fact, it’s better not to hire cheap entertainment as they are more likely to spoil the mood instead of adding to the event. A cheap singer or band could be a disaster for your event. This does not mean that you need to hire the most expensive band or singer or other kind of entertainer you can find.
Some people think that paying an exorbitant price can get them the best entertainment for the event but disappointment galore when their choice does not perform up to their expectations. So, you need to do your homework and find someone who is right for the event instead of looking at their price first and then making a choice.
You are paying for the entertainer and you should be able to dictate what kind of entertainment you want at your event. However, it’s only going to happen if you are clear about what you want at the event. Therefore, it is important for you to give clear guidelines to the entertainers about the kind of music or illusion or magic or dancing you want at the event. For instance, if you are hiring a band, it is important for you to let them know the kind of music you want to be played at the event as well as the music that shouldn’t be played at the event.
Similarly, if you want any special songs to be played at the event, it’s important to tell them in advance so they are ready for that. If the band or singer you have hired isn’t willing to play your special songs, it’s time to look for another option.
Choosing the right entertainer for the event is important but what is infinitely more important is choosing the right time for them to engage the audience. For instance, if you’re planning a wedding, you do not want the entertainer to start their show even before all the guests have arrived. Similarly, you wouldn’t want them to wait till the last moment. If you are in two minds, you should ask the venue operators to help you choose the most appropriate time for the performance.
In case of a wedding, the foods and drinks reception is often the right time for entertainment as it usually lasts a lot longer than most people think. Right performance at the right time will take your event to a whole new level.
If you are hiring a big band, you are not going to get the best performance in case you only have a small stage or a small dance floor. Similarly, it’s not a good idea to have only a DJ in a corner and a huge dance floor as nobody likes to rattle around on a big dance floor. Therefore, it is important that you take into consideration the space requirements for the performance.
Similarly, you also need to take into account the space required for various other things required by the performer for their performance. For instance, if you want an impressive visual and audio presentation, you need to make space for a screen and a projector. In simple terms, the venue should have ample space but not too much space keeping in mind the number of people you have invited for the event.
You have found the perfect entertainment option for your event and you think they are going to rock your party and make it a very successful event. You have also booked the venue without confirming whether that particular type of performance can be held at that venue. So, when you go to the venue manager and discuss your plans with them, you are sorely disappointed that the venue doesn’t allow you to have that particular kind of performance.
To avoid such disappointment and stress, you should first check with the venue whether they have any kind of restrictions. It will allow you to choose a different venue for your event in time or choose a different performer keeping in mind the restrictions put in place by the venue.
Entertaining Professionals Know Better Than You
One of the most common reasons a performance fails to entice guests at any event is completely unnecessary and unwanted interference from the organisers. If you are going to interfere how the entertainers need to perform, it is unlikely that they will be able to give their best performance. Do not forget that the entertainers you are hiring have performed hundreds or thousands of times at private parties, corporate events as well as at weddings. In other words, they have the necessary expertise and experience to make sure your guests are entertained. Therefore, it is recommended to take their suggestions seriously.
For instance, when you are hiring a band, you may give them some of your favourite songs to play at the event but the rest should be left to them as they know how to fill the dance floor. Also, you want the event to peak at the right time but any kind of unnecessary interference may take the sheen away from the event. So, trust the entertainer once you have made your choice.
Take Care of the Entertainers
It’s true that you are paying for the entertainers but it does not mean that they are at your disposal or they should be willing to do anything. They are humans and they need to be treated with respect in order to make sure they make your event lively and entertaining. So, make sure they have ample space to relax and set up their equipment in order to make your event a success.
One of the most important aspects of hosting a successful event is budgeting. However, budgeting is not for the faint of the heart. It can be especially difficult in case you do not have any experience in budgeting for that particular kind of event. So, here are a few tips to help you prepare the budget and more importantly, stick to it.
You should begin by identifying the basic expenditures. It may seem obvious but many experienced event organisers often make this basic mistake of not defining their basic expenditures. So, your basic expenditure list should take into account the cost of equipment, cost of decorations, cost of catering, cost of speakers, cost of entertainers, cost of the hired venue and other such things. In case you are organising a corporate event, you also need to take into account the cost of marketing and promotion, cost of printing leaflets and other such things. Once you have figured out your basic expenditures, it will be easy for you to estimate the overall costs and make a budget.
It has been observed that many people make the mistake of indulging in impulse purchases once they have done their budgeting. However, you should expect the unexpected when you are organising an event. Therefore, it is important that you avoid any kind of impulse purchases. You should always try to stick to the initial budget in order to make sure you do not go over budget at the last moment.
Research suggests that most people make the mistake of ordering much more food than needed at a corporate event or at a wedding. While it’s true that nobody wants their guests to go hungry but more often than not, it leads to avoidable waste. Therefore, it is recommended to set up a separate catering budget to avoid food wastage.
You should also carefully monitor all the expenses. If you are coordinating with a lot of people to hold a big event, it is important that you monitor the staff members to make sure they don’t go over budget.
Choosing the right entertainment option for your event can be challenging. If you keep the above-mentioned tips in mind and stick to your budget, you will most likely have a stress-free experience and your efforts will be appreciated for organising a successful event.