How to Plan Entertainment for a Conference

Planning a conference takes precision and management. If you are including entertainment, it is an additional element that takes careful thought, preparation and planning. The entertainment you choose also depends on the type of conference that is being run, whether it has a serious/formal flavor or is more relaxed. Timing is also crucial; specifically, how long the entertainment is meant to be and where in the conference it will be. You may even be using in-house entertainment. Finally, cost is the crucial decider.

What sort of entertainment

• 1

  Reading through the conference details will indicate what type of entertainment is required. You may need a well-known speaker, dancing, a comedian or a musical interlude. An indication may have been given by the organizers as to what type of entertainment is required. List all of the attributes that are required so that you can match them to what is on offer.

• 2

  Browse the various websites on the subject of your entertainment. Look in Yell.com or type the kind of entertainment you are looking for in the address bar, and a wealth of websites will appear to choose from. Check each website to see which one best matches your needs.

• 3

  Contact the companies you feel best meet your needs either by email or telephone, and describe concisely what you need, when you need it and the location. You may want to see them in action and could ask to attend an event so you know exactly what you getting. If you are using in-house entertainment the same criteria apply and you need to see what you are getting. Pricing is also important, as you will have a budget. Negotiate to get the best entertainment within your budget.

• 4

  Make your final decision. Book the entertainment in writing, clearly stating everything you want and including the agreed price, date and timing and what you will be getting for your money. Ensure they confirm in writing and check it carefully. Discover any special arrangements they may require regarding sound systems, staging and seating. Ensure the entertainment is listed in the agenda of the conference and advertised fully, if necessary, especially if it is an incentive for delegates.

• 5

  Arrive early at the conference and ensure any arrangements requested by the entertainers are put in place or will be ready prior to their performance. Be there to greet him/them and offer refreshments if they have traveled some distance. Reiterate with them exactly what it is they are doing. Watch and enjoy!