No matter how big or small the corporate event you are planning, there are many areas that will require your attention from the very start, including things such as the chosen venue and your budget.
Before you can truly begin your planning, there are two key factors that you must establish before progressing, as these will impact all of the decisions that you make; it is vital that you understand who your target audience is and determine the aim of the event.
One of the main decisions you have to make is whether you will have a corporate event DJ at your engagement. If you decide that you do want a DJ, then your first port of call will be a corporate DJ booking agency. Not only do they specialise in booking corporate DJs, but will also be able to put you in touch with the best match for your requirements.
When you contact the DJ booking agency, there are a number of things that you need to consider and these should be clarified prior to committing to hiring the DJ.
Firstly, you need to confirm the cost of hiring a DJ; this will usually depend on a number of factors, such as the date of the event, its location and venue size, the length of the event and the DJ that you have decided upon. The base location of the DJ also needs to be taken into account, as there may be a further charge included for travel expenses, and any additional cost must be confirmed in advance of making a booking.
Secondly, you must establish the experience of the DJ, confirming how long they have been in this business, how many corporate events have they previously done and the frequency and success of these events, if possible.
The next thing to verify – and a very important one at that – is determining whether they can play the type of music that would fit your event. For example, if you require a DJ that plays commercial pop genres, you do not want to end up with one that usually plays predominantly drum and bass.
Confirming what contingencies the agency has in place is also important and as it means that you are prepared for unfortunate scenarios, such as the performer falling ill on the night, ensuring that your event will not be left without a key component.
You should also confirm what mixing equipment, sound systems and public address (PA) system the DJ requires or normally uses. You want to ensure that you receive a high quality of service, and won’t end up stuck with essentially an un-manned jukebox for the majority of the night. Establish what other services the booking agency offers, for example if they can offer intelligent lighting and video screens to accompany the DJ’s performance. In this case, confirming that they also have back-up equipment in case of a failure is also a prudent move.
You may decide at some point that you want extra musicians at your event, for example a drummer or a guitarist as well as the DJ, to provide variation and a slight element of surprise to the entertainment. If this is the case, you must check that the agency and DJ can accommodate this requirement. It is also an idea to establish if it is possible to extend the DJ performance on the night itself, in case you decide that you want to continue the event for a longer time than expected.
It is important to try to go and see your chosen DJ in action in advance of your corporate event to ensure that the result that you’re envisioning for the engagement is realistic.
Finally, make sure that you confirm the time that they plan to arrive, taking into account how long it will take them to set up their gear. If you are hosting a dinner, you may need them to arrive early so that they can set up before the guests arrive.
The overall aim is that your event takes place with no unforeseen issues, and by following the steps above, you’ll have given it the best chance of success.