The Complete Guide to Live Music at Corporate Galas
There’s no better way to put on a corporate gala than with the right live music. Here you’ll find everything from band selection and budgeting to technical needs and best practices for an event your guests will not soon forget.
In Defense of Live Music
Recorded music can only do so much for a corporate gala; live musicians put an entirely different spin on things. They have a dynamic quality that is inimitable, gauging the energy in the room and changing their tempo and intensity as the evening dictates. It’s what turns a boring formal dinner into an occasion that’ll be talked about for months.
We’ve seen it time and again at Green Light Bands: the corporate event planner who has yet to appreciate the full impact of live music is quickly surprised after just a few minutes of a performance. The change is easy to see. Guests stick around, there’s a natural ebb and flow to the conversation and the whole event has an electric feel to it, not some generic one. In a sense, the music is telling your guests that you’ve put effort into the details, which goes a long way toward shaping their recollection of your brand.
Setting the Mood
Instrumentation, song choice and tempo are what make or break atmosphere. Have a jazz trio play some soft standards in cocktail hour and then have them work up to an upbeat swing number come dinnertime and you have two very different moods. A DJ or a playlist cannot read the room like a musician can.
In many ways a live band is orchestrating human interaction. If the energy falls, they’ll build it back up; if there’s a desire to dance they’ll play some higher energy material. The result is an unscripted and exciting flow to the party.
Making an Impression
Live performers might even start conversations. People are drawn to the interplay between band members and the talent they display, and are less inclined to be on their phones or make an early exit. There’s a measurable effect on guest behavior: they’ll be more punctual, dress the part and put in more time when the gala includes live music. An obligation becomes an event.
Ensembles for the Corporate Gala
You’ll want to consider the venue and your objectives before choosing a live music ensemble.
Jazz and String Quartets
For a formal event a jazz band has the necessary sophistication and verve. You’ll find piano, bass, drums and a horn or two (sax or trumpet) in a typical set up, ideal for making the transition from cocktails to dinner or dancing. Then there are the four classical players that make up a string quartet. They’ll perform refined background music for any networking or ceremony, with arrangements from Bach to pop but without the extreme volume. For product launches or awards where you don’t want the music to drown out the conversation, they’re hard to beat.
Among the premier live bands we offer is Paul Cave of Green Light Bands. He’s all about high-energy jazz and swing with enough class to keep the dance floor moving. Paul Cave has a knack for sizing up a room and altering his setlist as he goes, so you get both excitement and elegance in equal measure.
Paul Cave Delivers Jazz and Swing Dance Music
Full Bands
If the venue’s large and you’re looking to get people up and dancing, a full band with its complement of vocals, guitar, keyboards and horns will put on quite a show. Motown and classic rock are well suited to this as well. Modern Retrospect is a case in point; their musicianship is versatile and their arrangements of familiar hits have a professional sheen to them that’ll suit any age group.
Modern Retrospect Band: For High Profile Corporate Event Galas
Or take Party Echelon. They’ve got more in the tank than the Energizer Bunny and will adapt to whatever the venue throws at them. Their flexibility is what you want for an evening where the music has to change as the evening progresses.
Party Echelon Corporate Band Boasts Studio Musicians
Duos and Solos
For a more intimate setting or as background music during a cocktail reception, a smaller ensemble is in order. A solo acoustic guitarist or pianist is sophisticated but doesn’t intrude on talk. Add a cello to the piano and you have a duo with more of a presence but still unobtrusive.
Genre and Repertoire: Making the Right Choice
The genre you choose ought to be in keeping with the intimate nature of the gala. However, music for a black-tie gala is not what you’d want at a more laid-back team-building affair.
Thematic Music for Your Event
There is an air of prestige that’s felt at an awards ceremony with some good classical crossover or sophisticated jazz. A product launch is another matter entirely, where you want contemporary, upbeat tunes to add some energy to the room. For team-building, high-energy Motown, rock or pop will do well to get guests dancing and mingling in an informal way.
Then there’s the matter of your guests’ tastes and age. A formal dinner with senior leaders may best be served with jazz standards or something similar, while a gala attended by younger executives might prefer modern pop as well as the classics.
Tailoring the Setlist
This is where a live band has an advantage over a DJ in being able to put together a repertoire made to order for your event. They can add company themes to an arrangement or fashion a medley that moves from one mood to the next without missing a beat. Spend some time talking with the band to tell them about your audience in terms of musical preference, cultural background and age. With that kind of information they can come up with a setlist that doesn’t feel generic.
Green Light Bands, for instance, has Glitterati on hand to make the transition from dinner music to the dance floor a smooth one for their clients, with setlists suited to your audience.
Glitterati: Corporate Entertainment Band with Stellar Vocalists
Planning and Entertainment for Corporate Events
Hiring a band is only part of it. With the right planning the music will become part of the narrative of the event and a better experience for your guests.
Awards Ceremonies
The honorees shouldn’t be distracted, so the music must add to the occasion’s dignity. Instrumental pieces are called for during the presentations and any transitions, while cocktail hour and dinner can be enlivened with something more upbeat to spur networking. You might also add a short performance to energize the program between award categories.
It’s important to get the timing down. During a speech the music stops, then picks up again for a transition and builds when there’s cause to celebrate. A professional band will get in touch with the event coordinators to make sure these cues are met.
Product Launches and Team-Building
Innovation and excitement are best matched with energetic, contemporary music. Electronic crossover, pop and rock are all suitable options. Make a point of having the band on stage, and in full view, so they’re seen as part of the brand presentation.
Team-building calls for music that people can get involved with. A set of classic rock, Motown or current pop will have them moving and produce some shared moments to solidify the team.
Using a Band for a Corporate Event
One needs to be clear on expectations, the timeline and what’s required.
Booking and the Timeline
Six to nine months out is when to begin the booking process so the band can hold your date and attend to technical matters and setlist customization when required. If the event falls during peak season from September to December, do so sooner.
Normally the process runs as follows:
- Lay out the particulars of the event (type, venue, date and time, number of guests)
- Zero in on two or three bands within your budget and style
- Ask for references and to see some demo videos
- Go over any specific requests and how the setlist can be tailored
- Sign off on the contract
- Get the sound system specs and technical requirements confirmed
- A week prior, do a final check-in
Green Light Bands has experienced agents to see you through this.
Sound Systems and Technical Needs
Prior to booking you need to know what the band is bringing to the table and what the venue is putting forward.
Sound equipment for a professional live band, including instruments, speakers, and audio mixer, is being set up for a corporate party.
Band and Sound Equipment for a Corporate Party
Here you’ll find the instruments, audio mixer and speakers of a professional live band put in place for a party.
You’ll need power for the amplifiers and keyboards, microphones for the vocals, monitors for the musicians, proper lighting and a sound system with enough coverage. A 4-5 piece band will want at least a 10×12 foot stage, and possibly larger. While the band will usually bring their own equipment, the venue may have to supply extra support depending on the acoustics and size of the room; such things are best discussed at the time of booking.
Performance Contracts and Liability: An Overview
There’s protection for the band as well as for you in a well drawn up performance contract. Such a document will lay out the fee structure, technical needs, as well as the when and where of the engagement.
Among the salient points of any contract are the date and length of the performance, how and when fees are to be paid and who is responsible for the equipment. There should also be a provision for setlist particulars and parking or load-in access.
Make certain that matters of liability and insurance are dealt with in the contract, particularly with respect to damage to equipment. It’s prudent to confirm that a professional band has liability insurance on hand before you put pen to paper.
Budgeting for Live Music at Corporate Functions
An appreciation of the cost structure is what allows for effective budget allocation and an understanding of the value received.
On ROI and Value
You’ll find that the price of live music is contingent upon the size of the band, its experience, and the degree of customization, among other things. Think of it as an investment in the quality of your event and the experience of those in attendance, not simply an entertainment line item.
The numbers bear this out. Galas featuring live music have higher satisfaction ratings all around; guests put in more time, are more engaged and leave with better recollections of the event. In business terms that means improved brand perception, stronger ties with clients and better employee engagement.
When calculating ROI, factor in such things as attendee satisfaction, how long they stay, propensity to recommend the event and the effect on retention. A gala that runs 20 per cent over because of live music yet yields far greater engagement is a better return than a no frills event.
Hidden Costs and Planning
Don’t forget to put aside funds for a sound system, lighting, transportation for the band, gratuities (15-20% of the band’s fee is the norm) and the hour or two of setup and breakdown time, in addition to the band’s own fee. A word of advice: be open with your band manager about costs from the start. Transparency in pricing is the best way to avoid being caught off guard and to be able to allocate your event budget wisely.
Choosing the Best Corporate Party Band
You want a band that’s technically proficient and fits the objectives and tone of the occasion.
Assessing Quality
Audio and video demos will tell you about the musicianship and how the band interacts with an audience. But also get in touch with some of their former corporate clients for references. What you’re looking for is good execution of arrangements, stage presence, the ability to make real time adjustments and a professional approach to logistics.
Some of the more exclusive and interesting bands in the Green Light Bands stable include Red Hot Revolution, Modern Retrospect, Party Echelon and Glitterati.
Red Hot Revolution always revs up a corporate crowd with quality music and an entertaining stage presence. Modern Retrospect can cover everything from classic rock to current pop with setlists for all ages, making light work of the transition in style and energy. For a cocktail reception or an intimate gala where the music is to complement and not overpower, the flexibility of Party Echelon is hard to beat. Then there is Glitterati for a product launch or any event calling for a fun dance party.
All of them have the requisite years of experience and carry their own liability insurance and sound gear; Green Light Bands takes care of the rest.
To DJ or Not to DJ, That is the Question
It comes down to knowing the difference between the two. A professional DJ will give you high energy dancing at a reasonable cost. But for a formal corporate gala, live music provides an atmosphere and level of engagement a DJ cannot match, telling your guests you’ve made quality a priority.
For awards ceremonies and the like, live music is invariably the winner when it comes to brand perception. These galas warrant an entertainment option commensurate with their stature. The right band will make an event stand out from the run of the mill corporate function, whether it’s for a milestone event or an initial launch.
With the likes of Red Hot Revolution and the rest of the roster at Green Light Bands, you can be assured of one thing: an unforgettable gala. Green Light Bands will put the finishing touches on a performance that is tailored to the goals, audience and particularities of your event. Call and speak to one of our experienced agents and talk about what you have in mind for your next corporate gala and see what live music can do for it.
Frequently Asked Questions
How do you choose the right band for a corporate gala?
The first step is to have a clear idea of the atmosphere you want create, the theme of the event and how many guests are expected to attend. Take into account the formality of the occasion and what style of music your audience favors. Put in a request for demos or references from live bands who have a track record with corporate clients; you’ll want to gauge their professionalism, how well they read a room and the flexibility of their song list. Make sure the booking agency is on the same page as far as client experience goes. A top tier band such as Red Hot Revolution or Modern Retrospect will have no trouble tailoring their setlist to the unique aspects of your event.
Why Go for live music at a corporate event?
There’s an authenticity and energy you get from live music that gets people engaged in a way recorded music can’t. The performers can pick up on the room’s mood and alter the tempo or song choice accordingly, all in the blink of an eye. Such memorable occasions are good for team bonding and building stronger ties with clients. It also says something about the quality of your event and your brand. With a dynamic band that keeps the dance floor full and conversation going, your gala will be one for the guests to enjoy and remember.
How much should you budget for live music?
You have to allow for the size of the band, the length of the performance and the caliber of musicians when setting a budget; a full band will run you more than a duo or soloist. Don’t forget to include funds for logistics, technical needs and setup time. Look at it in terms of ROI: good entertainment is integral to the success of the event as well as guest satisfaction. It’s an investment in a premium experience for your company rather than a simple cost. The booking agency can help put together options that will provide maximum impact, but still fit your financial budget.
What type of music is suited to a corporate gala?
It comes down to the demographics of your audience and the event itself. For a formal affair, the elegance of a jazz or swing band is hard to beat. Motown and some classic rock will have a wider appeal and liven up the dancing. Then there are string quartets for the cocktail hour and dinner. You might go with a Great Gatsby motif and period music or have a mix of standards and current hits. Leave it to a professional band like Party Echelon or Glitterati to know their crowd and move between styles without missing a beat.
When should you book?
For the best bands and during peak times and seasons we recommend 6-9 months lead time. That gives the booking agency ample opportunity to put contracts in place and handle any technicalities. If it’s a large corporate gala or you have a specific theme in mind, 9-12 months is better to ensure availability and time for proper planning.
What technical requirements do live bands need?
Adequate space for a stage, power, lighting and a professional sound system with monitors and mics are the usual requisites. Your venue’s acoustics and ceiling height should be factored in as well as to whether the musicians need their own load-in entrance. Have a word with the booking agency about the AV technical rider that covers all equipment needs. If you can tell them what’s already in place at the venue they can supply whatever else is needed. Some forethought in this area guarantees you will not be caught short and that the audio will be solid.
What’s in a performance contract?
Any competent contract will lay out the fee, date and duration of the performance. There can’t be any ambiguity over liability, payment and deposit schedules or provisions for meals and parking. Settle on terms for setup and breakdown and have text in place for weather delays so both sides are covered. A reputable agency will have comprehensive contracts to spare you any worry and make for a trouble free event.