corporate entertainment, Texas Corporate Entertainment

Corporate Entertainment Events: 6 Keys to Planning

  • Robert M. Brecht, PhD.
  • April 09, 2018
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Need corporate entertainment for an upcoming event? It doesn’t sound so hard. All you need to do if find the ideal entertainment for your corporate event, submit your offer to the entertainer or their management, and sign the contract. It should be a breeze and not take much time out of your day.

Wrong! In actual practice, there’s a lot more to the booking process for corporate entertainment.  If you are not aware and prepared for them, it could mean the difference between having the perfect entertainment and therefore the perfect corporate event, or scrambling to find any live band and ending up with a big headache and failed event.

Finding the right entertainment for your corporate events starts with the type of Corporate event and what you want to accomplish with the entertainment. Remember not all corporate events with entertainment are the same and not all entertainment will work for all types of events.

For planning purposes, TSE Entertainment likes to know the following about a corporate event in order to know and help guide our clients on booking the entertainment for it. While the list is not meant to be exhaustive, it allows us to learn what we need to know to better serve corporate clients by finding and booking the best entertainment.

  1. Type of Corporate Entertainment Event:

Corporate entertainment occasions include a variety of very different types such as:

  • Product launch or showcase
  • Grand opening
  • Corporate or milestone celebration
  • Holiday party
  • Customer or vendor appreciation event
  • Trade Show
  1. Corporate Entertainment Setting:

Often times,  the setting for the corporate event will put limitations on the vibe and the type of entertainment you can book for your event. Corporate event setting can include:

  • Outdoor event (from a parking lot, middle of a field, to renting an outdoor entertainment venue)
  • In-house event
  • Hotel event
  • Trade show floor
  • Restaurant
  • Theater
  • Club
  1. The Objective of Corporate Entertainment:

It’s important that what you hope to accomplish with the entertainment has a critical role in the selection process. The entertainment you choose may not be the focus of the entire event, and in other cases, it may be. It’s important to know what the objective of your corporate entertainment is in order to book the perfect act(s). Examples of entertainment objectives for corporate events include:

  • Draw people to it (Usually this is a targeted audience so entertainment must appeal to those targeted.
  • Produce publicity for the event: The right entertainment for the event can be an opportunity to get local publicity for your organization or event.
  • Dancing and good music to Reward employees, vendors, customers for a successful milestone.
  • Background music while allowing attendees to network and engage in conversation, such as a cocktail reception.
  • Stage show which allows attendees to sit and be entertained by performers.
  1. Corporate Event Vibe:

A vibe is the mood or atmosphere of a situation that it felt by those in it. The vibe is established by the setting for the event, the theme selected, decorations, lighting, entertainment, and program.  It’s important in selecting entertainers for a corporate event that they fit the vibe you hope to create!

You wouldn’t want to book a rock band for a black-tie formal event any more than you would want to book a string quartet for a Halloween theme party. While these examples may be extreme, there are distinct differences among entertainers as to how they might work with a particular vibe you want to create for your guests.

  1. Corporate Audience:

Understanding the audience who will be attending your event is key to booking the right corporate entertainment for it. If you want your occasion to be a success, make sure you know the demographic of your audience. Is it composed of people from all walks of life and ages?  Does it skew young or older? Consider both demographic and psychographic data. While you may not be familiar with psychographics, it’s why people have an interest in a product while demographics are the who.  It deals with such things as interests, values, habits, hobbies, previous actions, and other psychological criteria.

  • Demographics:
    • Age
    • Income
    • Race
    • Geographic location
  • Psychographics:
    • Music tastes
    • Engagement (participation) at previous events
    • Cultural issues

Basically, what type of live music or specialty entertainment will your guests most enjoy? You might love the best Metallica Tribute Band, but if your guests aren’t metal fans than you’ll be headbanging on your own.

Private parties and corporate events are easier to book entertainers because you know the invited guests as opposed to a public event where anyone may show up. Of course, even with public events, the promotion should be targeted at getting a specific targeted audience to attend.

  1. Corporate Entertainment Budget:

Once you have digested the above information you won’t want to reconcile what you have learned with the entertainment budget for your corporate event. Before you go off and think that now I can use that budget to book an entertainer that meets these requirements, think again. You may be surprised to learn that the performance fee is just one part of the overall cost to the entertainment fees. Depending on the setting and contract technical rider requirements, you could be looking at renting staging, sound equipment, lighting, and the crew to set up and operate them. You could also have hotel rooms, meals, and other hospitality components that entertainers require as part of their contract hospitality rider.

Not to mention, If the event runs over, you could find yourself facing overtime fees as well. You will want to plan ahead and have the proper communications for these kinds of snags and extra expenses that can occur during your corporate event.

Everything mentioned so far is just for the planning portion of booking entertainment for your event. The actual booking process is another discussion altogether. Regardless of the size of your corporate event, the process for finding the right entertainment can be simplified by getting an entertainment booking agency working on your behalf.

Armed with the information you provide from the planning phase detailed above, an agency like TSE Entertainment, can save you a lot of time and resources.  TSE can find you the perfect live entertainment to produce the vibe you want for your event and targeted audience. TSE’s objective will be to make the corporate entertainment portion of your occasion a huge success. One in which people will keep talking about long after it has ended.

If the entertainment portion of your corporate event goes well, it should help you achieve the objectives you have in mind for the whole event. Thinks about these planning tips. Knowing the answers might just make you a hero to your coworkers and your boss.

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