Ever been to a corporate event where the music felt... off?
Maybe it was too loud, too cheesy, or just plain boring. The truth is, music can make or break the atmosphere of your event. It can reflect your brand, engage your guests, leave a lasting impression... or fall flat.
The key is making the right selections for your particular event. If you're not quite sure where to start, we can help.
This guide covers tips for selecting and presenting music at corporate events, mistakes to avoid, budgeting considerations, and more.
The Basics: Music Selection and Presentation
If you're curating music for a corporate or nonprofit event, begin by clarifying the event's purpose and the atmosphere you're aiming for. Are you hosting a formal gala, a lively team-building activity, or a networking reception? Your musical choices should complement the event's tone and objectives.
One way to make sure your music resonates with attendees is to take the time to understand your audience. Research their demographics, such as age and cultural background, through surveys or informal conversations with potential attendees. You can gain more insight into their musical preferences by analyzing past event playlists or conducting polls through social media or company communication channels. Armed with this information, you'll be able to select genres and artists that will appeal to the majority while still offering enough variety to cater to diverse tastes.
Whenever feasible, involve key company stakeholders in the music selection process. This collaborative approach ensures that your musical choices align with the company's values and its vision for the event. By working together, you can create a harmonious and memorable experience for everyone involved.
Pitfalls to Avoid
While the right music can elevate your event, it's equally important to be aware of common missteps that can detract from the experience.
Here a few don'ts to keep in mind when selecting music for your corporate event.
The Commercial Trap
While incorporating a few popular hits can be fun, relying solely on trendy or commercially successful music can feel inauthentic and alienate attendees with more diverse tastes. Strive for a balance between crowd-pleasers and more unique, thoughtful selections that reflect the event's theme and your company's personality.
Technical Turmoil
Even the most carefully curated playlist can be ruined by a subpar audio setup. Poor acoustics, feedback issues, unexpected volume fluctuations, or awkward transitions between songs can quickly derail the ambiance at corporate events. Invest in quality sound equipment and line up a skilled audio technician to manage the sound throughout your event.
Sonic Overload
Music should enhance, not overpower, the event's atmosphere. When music becomes too loud, it can hinder conversation, disrupt presentations, and create an uncomfortable environment for attendees.
Regularly monitor volume levels to ensure a comfortable balance that allows for easy conversation and active participation.
Ignoring the Mood
Music has a profound impact on emotions and energy levels. Avoid playing overly energetic music during a formal dinner or mellow tunes during a high-energy networking event. Carefully match the music tempo and genre to the desired mood of each segment of your event.
Copyright Conundrum
Using copyrighted music without proper licensing can lead to legal troubles and hefty fines.
Always obtain appropriate permissions or explore royalty-free music options so your event complies with copyright laws.
The One-Size-Fits-All Fallacy
Every corporate event is unique, and so should be its soundtrack. Avoid generic playlists or relying solely on pre-made mixes.
You want to tailor your music styles and selections to the specific audience, purpose, and atmosphere of your event.
Background Music Considerations
For more conversational settings like networking receptions or meal functions, background music should enhance the ambiance without becoming the main attraction.
Explore instrumental options, possibly a jazz trio, string quartet, or solo pianist, for a sophisticated undertone that won't compete with dialogue.
Update playlists regularly to keep things fresh and avoid repetition. Mix in global genres and lesser-known artists for an eclectic, curated feel.
Pro Tip: With background music, "less is more." Allow periodic breaks of silence to reset the auditory experience.
The Art of Live Musical Performances
Nothing compares to the raw energy and captivating atmosphere that live music brings to corporate events.
It creates an immersive, multi-sensory experience that can leave a lasting impression on your guests, showcasing your commitment to curating a premium and unforgettable event.
Selecting the Perfect Act
When choosing live performers, consider your event's theme, brand identity, and target audience.
A high-energy rock band might be ideal for an edgy product launch, while a sophisticated jazz trio could complement a formal awards ceremony. If your company has a specific message or cause it champions, consider artists whose music or personal brand aligns with those values.
Logistics and Collaboration
Once you've booked your talent, clear communication is key.
Provide detailed information about the performance space, technical requirements (sound, lighting, etc.), and any logistical considerations (load-in times, parking). Doing this will foster a smooth setup and minimize the risk of technical hiccups.
Creating a Seamless Experience
Strategically schedule breaks and transitions between sets to maintain momentum and avoid awkward lulls in the entertainment.
Consider incorporating engaging visuals or brief interludes during these breaks to keep the energy high and the audience entertained.
Unleashing the Power of Collaboration
Don't be afraid to explore creative collaborations. Invite company talent or stakeholders to join the musicians on stage for a song or two, or consider incorporating a unique musical element into a keynote speech or presentation. These unexpected moments can create a buzz and leave a lasting impression on your attendees.
Transforming Your Event into a Dance Party
After a day filled with meetings and presentations, there's nothing quite like letting loose on the dance floor. Creating an inviting and energetic atmosphere encourages guests to step out of their comfort zones and celebrate together.
Here's how to get them grooving:
Start Strong, Then Surprise
Begin with upbeat, recognizable hits that are sure to get people moving. Once the dance floor starts filling up, gradually introduce more eclectic remixes or lesser-known tracks to keep things interesting. Consider incorporating a few nostalgic throwbacks to get different generations mingling and reminiscing.
Engage with Entertainers
Collaborate with your DJ or band to brainstorm creative ways to encourage participation.
This could include choreographed dance breaks led by professional dancers, interactive activities like a "freeze-mob" dance, or even fun contests with prizes for the best dancers.
Transform the Space
Create a visually stimulating environment that complements the music. Project vibrant lighting effects, dynamic graphics, or even themed visuals on the walls or dance floor. This will enhance the overall atmosphere and make the experience more immersive and exciting.
Lead by Example
Encourage key company leaders or event organizers to hit the dance floor early on. Their enthusiasm can be contagious and inspire other guests to join in the fun.
Embrace the Unexpected
Don't be afraid to throw in a few surprises to keep the energy high. This could include a special guest performance, a surprise musical theme, or a fun prop giveaway like glow sticks or light-up accessories to enhance the party atmosphere.
Finding the Right Genres and Vibes
With so many musical genres and sub-genres these days, it's wise to strike a balance that delights as many guests as possible without alienating any particular group.
Safe crowd-pleasers span decades and genres, from oldies and Motown to pop/rock hits of the 80s/90s/2000s to today's mainstream dance/hip-hop tracks.
For more eclectic diversity, sprinkle in world music, jazz, electronic, country, and regional genres representative of your location or workforce.
Pro Tip: Refreshing genre blends like "jazz-tronica," "country/folk-tronica," or "pop-reggaeton" fusions can expose guests to novel yet accessible sounds.
Backup Plans and Alternatives
Even with thorough planning, unexpected obstacles can threaten the musical experience at your corporate event. These can include audio/lighting malfunctions, power outages, travel delays for booked acts, performers calling out sick, or inclement weather (for outdoor events).
Always have backup entertainment options arranged, from DJ/audio alternates to acoustic performers who can go unplugged if necessary.
And don't forget to consider alternative corporate event entertainment offerings beyond playing music. Photo booths, dance troupes, cirque performers, comedians, and more can add excitement and variety throughout the evening.
Pro Tip: For outdoor corporate events, make contingency plans like renting a portable stage with awnings/tents to protect performers, equipment, and guests from the elements.
The Final Note
Selecting the perfect musical soundtrack for corporate events is both an art and a science: It requires understanding your target audience's preferences while artfully curating a dynamic, multi-sensory experience. Put in the proper planning and resources, and you'll create an event that has guests grooving from the moment they arrive until the final curtain call.
What musical magic will you orchestrate for your next corporate event?
The Bell Tower on 34th is an elegant event space with valet parking and onsite security serving the Greater Houston area. Our central location is a short drive from the Galleria area and the Houston Heights area.
Learn more about holding a corporate event here.
The Bell Tower on 34th
901 W 34th St, Houston, TX 77018
(713) 868-2355