Whether it’s keeping conference delegates engaged or providing the wow at gala events, quality event entertainment should be at the top of your corporate event checklist.
So, your event theme has been decided, the menu selected and the guest list drawn up. Now it’s time to think about the icing on the cake - entertainment! Alternatively you’ve chosen an incredible key act or interactive activity at the onset of the event planning and it’s become the inspiration for the overall theme direction.
Either way, here are our top tips for entertainment success…
1. It’s not about you!
Your personal preferences for entertainment and music genre should not impact your entertainment decision-making process. Remember, you are offering entertainment to your guests and it’s about considering what they might like… really get to know your audience.
2. In the pocket.
The all-important schedule will help you very quickly determine where your ‘pockets’ for entertainment will be. For instance, some roving entertainment during pre-dinner drinks, a spot in-between entrée and main, another spot in-between main and dessert followed by some dance sets to see the night out. Avoid having entertainment during food service, no entertainer wants to be watching the tops of people’s heads as they eat. Depending on the calibre of entertainer you hire, not performing during food service may be a clause in their contract.
3. Reinforcing the theme.
If you are producing a themed event, look at ways to incorporate your entertainment into the theme. This can be by way of music, dance and even food. For instance, an Italian themed event might include a roving piano accordion player during pre-dinner drinks, a tarantella demonstration and tuition and maybe a pizza chef, twirling pizza bases high in the air… audience participation for this would be highly entertaining.
4. Don’t always look for off the shelf options.
Entertainment consultants can also create bespoke solutions for you. I have created all sorts of solutions including entire shows that run over the course of an evening, to specially costumed dance routines with commissioned music tracks. A well regarded charity event I worked with for 10 years required a bespoke opening piece for their gala dinner each year - themes ranged from Enchanted and Alice in Wonderland to Hollywood in the 30’s and James Bond. The solutions included bespoke pieces incorporating world-class pianists, choirs, drummers, vocalists and more. The range of what can be produced that are one-off’s is limitless.
5. Shift the focus.
Having your entertainment appear on different stages throughout the event is a great way to include all your guests. The focus might be at the front of the room for one of your entertainment pieces and then shift to the back of the room for another. We’ve had the spectacular Laserman perform in the middle of a room during a gala dinner for 1,000 & Delta Goodrem performing on 2 separate stages during a celebratory dinner for 500pax. Or… what about making the pool a stage?
6. Same act, different threads.
Don’t assume that an off the shelf concept can’t be tweaked at all. Most entertainers are happy to work with you in order to reinforce the theme of your event. One of the simplest ways to do this is through costuming.
7. The importance of music.
Sometimes last on the event producers list, music is no less important than the remainder of your event. What would an awards night be without walk-up stings? Or dinner without a well thought out BGM playlist? Or a CEO’s fanfare entrance into the room? A well considered playlist will add ambiance and impact to any event.
8. What does it cost?
Ensure you understand exactly what you are getting for your money - including what time the artist will arrive and how long they will be on-stage for. Just because you book someone on a 3 hour call does not mean they will be on-stage for 3 hours. It means they will be on-site for 3 hours which might end up being 1 hour of prep time and 2x 40min spots on-stage. With high end performers, ensure you have a clear understanding of the number of songs they will perform and whether they will do a meet and greet which can be of great value to guests and host.
9. What else do I need to supply?
The entertainer will have a number of ‘riders’. These are usually included as part of the contract. There are Technical Riders and Band Rider. Technical riders will include all the technical (sound/lighting/vision/staging) that is required by the entertainer. The band rider usually deals with all the back-stage requirements: Food/beverage/dressing rooms/clothing racks/mirrors/towels and more. One artist I worked with (who will remain nameless) refused to go on-stage until his towels were in the dressing room. When working with interactive entertainment or games, you’ll need to consider requirements such as power, tables, chairs and lighting.
10. The importance of sound-check and rehearsals.
Ensure that you have allowed the artists required time for sound-check. Usually 1 to 1.5 hours for a full band. Make sure this is discussed prior to a contract being signed. Some bands charge for time onsite if the sound check isn’t directly before their show time. Performance acts may also need to arrive earlier in the day to set up and rehearse. Make sure you have negotiated access to the venue early enough.
11. Creating impact.
Value for money can be perceived in many different ways, but when it comes to entertainment, short and sweet is the way to go. Ever heard the saying ‘Leave ‘em wanting more”? Well this is the time to exercise restraint. For example advising my client some years ago that it would be better to limit the exposure of a fire breather booked for a min 3 hour call down to 20 minutes in order to create impact was a hard sell, but well worth it in the end. Everyone loves a good fireworks display - not the least is one of our clients who thought the longer the better, however, was persuaded to consider impact as the desired outcome. Also consider asking an entertainer whether they can do a costume change for their second set… you’ll create more impact with 2 characters for the same price.
12. Favoured Nations.
The concept of ‘I’ll have what she’s having’ is one that we rarely encounter here, but in the case of US artists the favoured nations agreement is one that I experienced some years ago while working on a corporate event with the Pointer Sisters. It basically means that all 3 lead artists are to receive the same - same transport / same food / same accommodation … none of the artists should be of a higher or lower standing than the other. Best remember this for any US touring artists - if and when this kicks off again.
13. Consulting with an event professional.
The pitfalls of hiring entertainment can be many, so if at all unsure, best to look for help via an experienced event producer. As your entertainment consultant, they can advise you on the best solutions for your event and your audience. They can also book, contract and manage your entertainment for you on the night, so all you need to do is look after your guests.
By Kathy Ferris, Senior Event Producer, Workshop Events
Workshop Events can assist with your media and entertainment consulting - www.workshopevents.com.au