Corporate Event Entertainment Planning Checklist
Planning entertainment for a corporate event? Follow this comprehensive checklist to ensure smooth coordination from initial planning to the day of your event.
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Download Free PDF3-6 Months Before Event
Define event goals and objectives
What do you want to achieve? Team building, celebration, client appreciation?
Set entertainment budget
Allocate 10-15% of total event budget for entertainment
Determine event style and theme
Formal gala, casual party, networking event, etc.
Book venue and confirm AV capabilities
Check sound system, lighting, power outlets, and restrictions
Research and contact DJs/entertainers
Get quotes from at least 3 vendors
Check vendor availability for your date
Popular dates book 6+ months in advance
2-3 Months Before Event
Book your DJ/entertainment
Secure with signed contract and deposit
Discuss music preferences and restrictions
Provide must-play and do-not-play lists
Plan event timeline
Coordinate with caterer, speakers, and activities
Confirm MC services if needed
For introductions, awards, announcements
Order any special equipment
Extra microphones, video screens, special lighting
Send save-the-date to attendees
Include event theme/dress code
4-6 Weeks Before Event
Finalize event timeline with DJ
Share detailed schedule with all vendors
Create music playlist/preferences
Include ceremony, cocktail, dinner, and dancing music
Coordinate with other vendors
Introduce DJ to event planner, caterer, AV team
Plan any special moments
Awards, speeches, cake cutting, photo opportunities
Confirm guest count
Important for volume levels and energy management
Submit final vendor details to venue
Load-in times, parking, setup requirements
1-2 Weeks Before Event
Conduct final walkthrough at venue
DJ should see space and test equipment if possible
Finalize all special requests
Last-minute changes to timeline or music
Share pronunciation guide
Names for introductions and awards
Confirm setup and breakdown times
Ensure DJ has adequate time
Review backup plans
Weather contingency, technical backup
Make final payment (if required)
Some vendors require payment before event
Day Of Event
Arrive early to oversee setup
Ensure DJ has everything needed
Do sound check
Test all microphones and audio levels
Brief DJ on any last-minute changes
Guest arrivals, timeline adjustments
Designate point person for DJ
Single contact for questions during event
Relax and enjoy!
Trust your professional DJ to manage the entertainment
Additional Tips for Success
Communication is Key
Keep all vendors in the loop with a shared timeline document. Update it as changes occur and send regular reminders as the event approaches.
Have a Backup Plan
Discuss contingencies with your DJ: What if there's a power outage? Equipment failure? Last-minute venue changes? Professional DJs have backup equipment and plans ready.
Consider Your Audience
Corporate events often have diverse age groups and backgrounds. Work with your DJ to create music selections that appeal to everyone while maintaining professionalism.
Budget for Quality
Entertainment significantly impacts your event's success. Allocate 10-15% of your total budget to ensure you get experienced professionals with proper equipment.
Common Mistakes to Avoid
- ✗Booking entertainment too late (less than 2 months before event)
- ✗Not visiting the venue beforehand to check acoustics and setup
- ✗Failing to communicate company culture and event goals to DJ
- ✗Not allowing enough setup/breakdown time in venue contract
- ✗Choosing the cheapest option without checking references
Final Thoughts
Proper planning is essential for successful corporate event entertainment. Use this checklist to stay organized and ensure nothing falls through the cracks. Start early, communicate clearly, and work with experienced professionals who understand corporate events.
Remember: great entertainment can transform a standard corporate gathering into a memorable experience that strengthens team bonds and company culture.
Heart Music Entertainment
Professional corporate event DJ services with 20+ years of experience in Toronto.
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