A corporate event can appear to be perfectly planned but, in practice, be quite dull. The venue could be outstanding, the food could be wonderful and the schedule could be perfectly set, but without factoring in how people will spend their time together, everything can go very wrong.
Entertainment could be the answer to this, but it needs to be chosen carefully. A corporate event is different to a private party. People might be meeting each other for the first time, speaking to clients, representing companies or looking for networking opportunities. The entertainment has to fit in with the event, rather than overpowering it.
If you are planningcorporate or business event entertainment in Kuala Lumpur, here are some key factors to consider before making any arrangements.
Determine the Event Objective
Before deciding what kind of entertainment to choose, the most important question to ask yourself is: what do I want the guests to get out of the event?
The answer to this question determines almost everything else. A company dinner can revolve around celebrating employees while a client dinner can be all about relationship building. A networking event will promote interaction while a VIP gathering will be more focused on exclusivity and atmosphere management. Here is a simple breakdown:
| Event Objective | Entertainment Focus |
|---|---|
| Client relationship building | Conversation and comfortable atmosphere |
| Networking | Interaction and socialising |
| Employee celebration | Relaxation and enjoyment |
| Business dinner | Conversation and polished setting |
| VIP gathering | More exclusive and carefully planned experience |
Understand the Audience
Knowing who is attending the event is just as important as knowing where it will take place. Look at your guest list and determine if they are employees, senior management, clients, business partners or a mix of different groups. Will most of them know each other?
This is important because an entertainment choice that is appropriate for a relaxed internal event may not be suitable for a dinner focused on clients. It is also worth considering the size of the group. A smaller dinner usually means more opportunities for interaction while a larger event will have to factor in group dynamics, movement and the overall flow of the night.
Select the Atmosphere
There is a huge difference between a formal and relaxed event. Neither is better than the other but the guidelines for what entertainment should be will vary widely.
For example, you may want your corporate dinner to feel:
- Professional and refined
- Relaxed and social
- Lively but controlled
- Exclusive and private
- Friendly and conversational
- Suitable for networking
By knowing what you want the atmosphere to feel like, it is much easier to discuss the entertainment options with a provider. Consistency is the most important factor. If the event is about facilitating business conversation the entertainment should not be a diversion. If the night is focused on a company celebration with everyone relaxed the entertainment can probably be the main feature. For events centred around dinner it is possible to explorebusiness dinner entertainment options to see what would suit best.
Coordinate With the Venue
The venue needs to be factored into the planning process much earlier than the day before the event.
Whilst there are all kinds of wonderful hotels, restaurants, private dining and event venues to choose from in Kuala Lumpur, every location has its own limitations and requirements.
Before confirming any entertainment it is vital to learn what the venue allows and does not allow. A few important considerations include:
- Event and access hours
- Available space
- Seating arrangement
- Noise restrictions
- Guest policies
- Privacy requirements
- Setup and access arrangements
- Any other restrictions specific to the location
The location itself also has to be factored into the planning process. An event in KLCC may have totally different considerations than an event in Bukit Bintang, Mont Kiara or any other area in the city. If the location is still under discussion it is possible to browseparty entertainment in Kuala Lumpur for an idea of what kind of options are available. If the company event is taking place elsewhere the team still has location-specific options forJohor Bahru andPenang.
Plan the Schedule Around the Entertainment
A common mistake is to see entertainment as an extra that can be squeezed in when there is an opening in the schedule.
The problem with this approach is that corporate events usually have a carefully-crafted schedule for a reason. There can be speeches, presentations, dinner, introductions, networking opportunities and other activities that need to be considered. When arranging the entertainment it needs to fit into the evening in a way that does not disrupt the flow of the event. To help with this, here is an example schedule:
| Part of event | Planning consideration |
|---|---|
| Guest arrival | Allow people to settle in |
| Introductions | Focus on welcoming the guests |
| Dinner | Avoid unecessary interruptions |
| Networking | Leave enough time for conversations |
| Entertainment | Consider the most suitable point in the evening |
| Closing | Leave enough time for final conversations |
It is not necessary to stick to the schedule with millimetre precision. The value of this sample schedule is the overall structure it offers. For a networking-focused event, it may be a good plan to give the guests enough time to talk to each other before revealing the main entertainment attraction.
Avoid Common Mistakes
There is no shortage of problems with corporate event entertainment, but they are mostly the result of poor planning or management and not the entertainment itself. Few common mistakes to avoid include choosing based on appearances or popularity, ignoring the restrictions of the venue, leaving the timing for too late in the planning process, failing to explain the audience and making assumptions that leave no room for discussion. Everything else is a matter of personal preference.
What Should You Tell the Entertainment Provider?
When making an enquiry it is important to give enough information for them to understand the event. This could include:
- Event date
- Kuala Lumpur location or venue
- Type of corporate event
- Approximate number of guests
- Expected duration
- Preferred atmosphere
- Any venue restrictions
- Any specific requirements
It is also possible to mention if the event is networking-focused, client entertainment, employee engagement, a business dinner or a celebration.
Thecontact page can be used to share the event details and requirements when it comes to making the arrangements.
Frequently Asked Questions
What type of entertainment is suitable for a corporate event?
It will depend on the purpose of the event, audience, venue and atmosphere. Corporate dinners, networking events and company celebrations are just three examples where the approach can vary.
Should corporate entertainment be formal?
Not necessarily. The level of formality will depend on the guests attending the event and what the purpose is. Some corporate gatherings will be formal whilst others will be more relaxed.
Does the number of guests affect the planning?
Yes.
The number of guests can influence the layout, space, timing and organisation of the event.
Should I check with the venue before booking entertainment?
Yes. It is always a good idea to learn the policies of the venue regarding access, timing, access, space, privacy, noise and any other restrictions before confirming any entertainment.
Can entertainment be included during a business dinner?
Yes. It is possible to plan entertainment around a business dinner as long as it fits in with the schedule without interrupting important conversations.
How far in advance should I start planning?
The further in advance the better as it gives more time to discuss the requirements, learn the policies of the venue and coordinate the entertainment with the schedule.
What information should I provide in my enquiry?
It is a good idea to provide the event date, location, type of event, number of guests, approximate duration, preferred atmosphere and any specific requirements the venue may have.
What if I am unsure about the type of entertainment I need?
That is fine. Simply explain the type of event, audience and atmosphere you are looking for and the provider can discuss what will be most suitable.
Planning a Corporate Event in Kuala Lumpur?
Corporate entertainment does not necessarily have to overshadow the evening, but it does need to be carefully chosen. The best place to start is with what the guests really need from the evening and then determine what fits best around it. This means starting with the purpose of the event, understanding the audience, discussing the venue and working out where the entertainment fits into the schedule. Everything else will fall into place. If a corporate dinner, networking event or private business gathering is in the works, discuss the corporate event requirements with the team and share the date, location, guest count and preferred atmosphere.
