Music makes or breaks an event. It’s essential to select the right songs that create an upbeat awards ceremony or help guests mingle and create an enjoyable gala dinner. Loud music that’s inappropriate can ruin an event and prevent guests from having a chance to converse with each other. For a successful event, a little consideration to your requirements will help solve a lot of issues.
First consider the structure of your event. Most corporate events consist of guests arriving, drinks receptions, a meal, speeches and maybe some entertainment. When guests arrive they are usually directed to a place where they can mingle. Music that creates a welcoming environment and does not interrupt guests’ conversations is a good choice. Background music during the meal should not compete with conversations and should not be too overpowering. The speeches should be clear and concise and a good music system is a must. Dancing, if you have it, needs music that can create and energise a performance.
Also consider if you’re going to go with a live performance or pre-recorded music. A live performance, whether it be a jazz trio, string quartet or a function band, gives an additional ambiance and helps with crowd interaction, which is sometimes required. A DJ is more flexible and can cover everything from beginning of the night to a packed dance floor. A good playlist can work nicely for smaller, more relaxed events.
Your audience varies by event. A senior partner audience is much different from a young sales audience. Tastes will vary as well. Aim for music that pleases the largest group. Steer clear of music that is too exotic or that divides the audience. If you are not sure, ask some of your co-workers, and ask any performer you hire to provide a sample set list.
Because your guests do a lot of talking during the event, your performers should keep levels low while guests are seated and raise levels while guests are on the dance floor. Booking performers is not a guarantee they can control the levels yourself; you will need to check the venue’s noise limit and check with the performers if and how they can self-limit levels.
Practical concerns affect tastes as well. Make sure performers can get everything they need to set up at the space available to them and that the equipment and power the venue provides is adequate. Confirm who is responsible for sound checks. If performers will be setting up while guests are arriving, this should be done well in advance of the expected arrival time. If there will be talks or presentations, make sure the sound system is adequate for both, and that the same system will be used for both talks and musical performance.
Many organisers do not consider licensing. A public performance license permits the venue to legally play music, and while the venue may have this, it is good practice to check. If you are using an unexpected venue and are bringing your own playlist or a DJ, it would be prudent to double check with the venue what is covered, to avoid any surprises.
It is best to book in advance. The more popular acts will be booked further in advance. The busier periods are good to keep in mind when booking. Ask for video clips or references, agree the set times, breaks, and lengths, write everything down, and ask for references.
A polished performance takes a lot of prep work, but with the right planning, music will give your event the right atmosphere. Instruct your performers on what you expect, give them clear guidelines, and make sure the volume stays at an appropriate level. The guests will enjoy the music, and not notice all of the planning that went into it.