Tag Archives: event planning

Bridging the Generation Gap: The Dance Between Technology and Live Talent

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Applause Productions & Entertainment

Churchill once said, “To improve is to change; to be perfect is to change often.” This is true even in the field of corporate entertainment. While nothing will ever replace the heart-pounding presentation of a live rock band, or the breath-taking beauty of contemporary dancers, technology is now a piece of the puzzle. Many times this is the piece that elevates live entertainment to ground-breaking heights. We can help you bridge the generation gap and expertly choreograph the dance between technology and live talent.

1. Increasingly, corporate events are merging the use of live talent with technology. Planners are looking to movies, reality T.V. shows, and pop culture to create unique and mind-blowing entertainment. They use these sources because that’s what motivates their clients in generating new and exciting events. Planners want choreography as brilliant as the latest entry on Dancing with the Stars, and contortionist virtuosos not unlike those on America’s Got Talent. Businesses once driven by Baby-Boomer leaders are rapidly changing to suit the needs of their Generation-Y protégés and Generation-X clients. It is in this climate that live talent and technology combine forces to produce larger than life events.  Events will take on a more purpose-driven atmosphere along with following traditional Galas, Holiday, and seasonal celebrations. These events are integrating the most brilliant talent with the latest technology to generate a powerful event.

2. Successful execution of events throughout the rest of 2013 will use live talent to inspire the attendees. Whether a cutting-edge 20s theme show that emulates the new release of The Great Gatsby, or an action-packed show inspired by the Sky Fall James Bond theme, planners are wanting live entertainment that is up-close and personal to empower their event. Unique entertainment such as themed greeters, aerialists cascading from chandeliers, waiters dressed to augment the theme, speed painting artists, and distinctive theme shows will grace many a corporate stage. Entertainment that is innovative, and has a wow factor with its technique or individuality, will captivate the audience and result in staying power.

3. What was once a novelty addition to talent acts is now an integral part of the event. Technology becomes an entertainment design in itself. Screens incorporating videos during a live dance performance are utilized to enhance the brand of the product, and capture the attention of mobile audiences. LED and intella moving lights, lasers, and streaming videos are all part of engaging the audience and having a commanding event. Technological advancements, including more extravagant videos, social media, and tools we have not yet dreamed of will  work in tandem with live entertainment.

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Details That Can Make or Break Your Event

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Applause Productions & Entertainment

The saying goes, “The devil is in the details.” This adage could not be more true than when planning an event. We’ve already explained the importance of planning, communication, and the necessary aspects to producing a seamless event. Now it’s time to focus on those minute details that can make or break your event.

1. Be proactive and brainstorm possible challenges. As you meet with your event director and team members, you will have conceptualized the theme for the event. However, it’s important to discuss any possible challenges that might arise and have the ability to contact key players at a moment’s notice. Let all members of the production team know who has the authority to make those last minute changes that may need to be made on the spot. Stay in touch with each of your team members. Have a hard copy of relevant cell phone numbers and emails for your team and other vendors that may have a role in your production.

2. Check and re-check technical requirements. Be sure to re-check stage requirements, mikes, wireless microphones or lavs, green room size and accessibility to the stage, chairs in the green rooms, water, etc. These needs are a priority for entertainment; however, the director’s priority is the production. As a result, you must be diligent about these necessities. All too often these details are forgotten until only hours or minutes before the event begins. You are left trying to find the site contact person to produce these requirements and, at this point, they have a million other things to do. Schooli  tables for makeup, and even lighting for a pipe and drape green room, should be in place before the entertainment arrives. It’s impossible to put on makeup and dress in the dark. When the minute details are taken care of, talent can go immediately into their preparation with ease.

3. Understand that time is important. Even though your contract is signed with definite start times and particulars, you will need to re-check the scheduling of the event, since call times and show times can change at the last minute. Make sure your contract provides an additional fee in the event that your entertainment has to wait for an extended period of time before performing. Sometimes a speaker or awards presentation can go extraordinarily long, causing the performance time to be delayed. This can happen and entertainment expects to be compensated.

Preparing the way for a great event

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Applause Productions & Entertainment

Successful events don’t just happen. They are the culmination of hard work, talent, and organization. Nothing is more important in the organizational process than clear, well-thought-out planning. Here is how to prepare the way for a great event:

1. Create schedules. This includes both a timeline for actions that need to be finished prior to the event, and also the talent and activities that happen during the event. When you’ve finalized the talent that will perform during the party, plan the ornamental activities such as photo opportunities, green screen, greeters, etc. Make sure to plan the set-up time for all talent and activities, as well as the time it actually begins.

2. Create a spreadsheet of vital information. All pertinent details, including date, time, venue name and location, contact information, and theme should be organized into one easy-to-access document. Also, build enough time into the schedule to walk the site with strict attention to room size, stage size and location, electrical accessibility, and green room area.

3. Facilitate communication. Make sure that your administrative details, such as accounting and payment schedules, are clearly communicated at the outset of the process. It is standard in the industry to provide a 50 percent deposit. This secures your talent for the expected time and date. Final payment is always expected the week prior to the event. Communicate these payment considerations and your administrative worries will be few. Good talent expects professional courtesy, which means following the above protocol.

A backstage look at booking entertainment…asking critical questions

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When the curtain goes up, the entertainment shines, but any good planner knows that  behind the scenes there are technical, physical, and performance considerations that ensure success. The applause that results from amazing entertainment can only be realized when the details of preparation are understood and mastered. The key to booking entertainment is asking critical questions.

1. Technical considerations: We’ve talked about the necessity of knowing what technical accommodations are available to the entertainment, but the importance of this fundamental foundation is so often taken for granted or even ignored. Is your entertainment self-contained? Do they bring their own sound and light equipment, including personnel? Or are they expecting to access the available AV capability of the site, and what are the fees associated with it? Typically, bands will bring their own, yet comics, mentalists, and other solo artists will need to give you their specs. Ask this question: What AV requirements do you need to perform?

2. Physical considerations: Is the entertainment familiar with the physical layout for load in and load out of necessary equipment? This is one of the most overlooked aspects of providing talent, and yet communication could solve many problems. Additionally, know where the talent will dress, take breaks, and leave personal belongings; a secure and private green room is necessary for this. It is unprofessional and demeaning to expect the entertainers to use a space that is open to the public.

3. Performance considerations: As the event comes to a conclusion, the entertainers should be clear about the planner’s expectations. Will the music  and visual aspects of the event continue their vibrant energy until the ballroom is clear? Or will there be a transition to an afterglow that includes softer music, lighting, and a subtle ending to the event? Entertainment experts with years of experience can incorporate these key ideas and understand the critical nature they play in the overall success of the event. What goes on behind the scenes will most definitely impact the final stage performance.

Hiring the perfect musician for your event

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Live music has the power to illicit an emotional response and create the event of a lifetime. Whether the party is themed with music at its center, or simply providing ambiance for an elegant evening, your choice of musical accompaniment is key. Here are a few tips on hiring the perfect musician for your event.

1. Understand the style and purpose of the music you need. There is nothing worse than asking for a “jazzy” group, and then being disappointed with a jazz trio because what you really wanted was a high-energy variety band. Be prepared with stylistic examples and do your research; know what musical genre you truly expect and what will best entertain your group.

2. When choosing a musical act,  the technical aspects are as crucial as the artistic ones. Be knowledgeable about how many electrical circuits your band or musicians will need. Ask if there is an additional charge for electricity. Understand the physical space so that your entertainment can be viewed and heard with ease. An intimate dinner for 75 guests is not conducive to a 10-piece band, nor will a solo harpist capture the attention of 800 people in a grand ballroom.

3. Be creative and don’t forget that unique and unusual choices can be showstoppers.  Align yourself with an experienced agency that has the talent to recommend and produce the event suited to your needs. A strolling accordionist can take your guests to Italy, France, or even Germany without a single plane ticket. A zydeco band will bring the bayou to your guests during an exciting Mardi Gras party, while a Rock of Ages show will ignite your event with rockers from the past.

Ultimately, you don’t have to settle for what everybody else typically does. Think outside of your comfort zone, be aware of your venue and requirements, and know what you want.

Tired of waiting on hold? Direct communication is key…

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 Applause Productions & Entertainment

Press 1 to order a clown…

Press 2 to order an event greeter…

In this digital age it is easy to feel disconnected and ignored; but, when hiring entertainment that has the power to create a once-in-a-lifetime experience, it is essential that precise communication between you and your team is the centerpiece of the creative process. Tired of waiting on hold? Direct communication is key…

1. Do they listen? As you plan your event, a good team will be receptive to your needs, expectations, and ideas. There should be a healthy, creative dialogue that ensures your confidence in their commitment to provide the ultimate entertainment for your event.

2. Are they timely? Planning a big event takes time. During the process, your team should demonstrate their professionalism by providing pertinent information promptly. E-mails and phone calls should be returned within 24 hours so that you know they are dedicated to the success of your event.

3. Do they follow through? As your event approaches, your team should be on scene both before and during the final moments to guarantee a seamless production. A professional team will predict unforeseen circumstances, handle them with ease, and keep you calm, comfortable, and confident.