|
Some of these events have been very well planned and others have been absolutely terrible. Since many people only plan one or a few big events in a lifetime, We thought we would distill some of our hard won knowledge in the trenches of the entertainment business for your use. It may not be everything you need, but it will get you started. If you are planning a large event such as a fund raiser or corporate event, put together a committee to plan your event starting at least 6 months and preferably a year ahead. This is particularly true of reunions where it may take some time to track down all the potential guests. Decide on the time of year and survey what else is going on in that time period. The last thing you want is to compete with three other events on the same weekend,especially if you are doing a fund raiser for a worthy cause. It is a really good idea to send out a "save the date" postcard to your likely guests and top contributors as soon as you have a date set. These are usually the businest people and you want them to know about your event first. We should mention here that if you plan for people to pay money to come to your event, whatever the cause, live music is very important. While there are some very nice folks in the DJ business, a top flight event is not the venue, and that includes the ones with the big out of town reputation. Basically a DJ is going to amplify to the pain point which precludes conversation. The very folks you are trying to get to contribute will be the ones leaving after dinner with a headache. Live music is not only music but also entertainment. While a big band can play loudly, there are frequent soft passages for contrast and the various combinations give color and interest to the music. Conversation is not only possible but there is something interesting happening to talk about. Seed money is important. Decide how much you need to spend to get the event off the ground. This should include ballroom rental, food, decorating and (in our not-so-humble opinion) The NC Revelers. Also to be considered are minor rentals, catering and bartenders, decorations for the hall, advertising and ticket printing. Large family events, such as weddings frequently require almost as much effort as a large corporate event. If you don't have a staff to draw from, at least make extensive lists of what you will need and draw up a timetable for getting everything in place. What is the Theme for the event? This is the focus of your party. Some suggestions: Cabaret night, Hollywood Ball, Las Vegas. Fitzgerald Follies, Capone's Speakeasy, Casino night etc. The idea is to come up with a theme that your potential attendees will find glamorous and entertaining. Some people even extend the "theme" idea into very large weddings. If you do this remember any family sensitivities or concerns. Reserve the hall. Good ones are booked far in advance. Don’t wait and find out you have no place for the party. The hall should suit the theme, you don’t want a 21st century theme in a 30’s hotel, nor do you want to book a cabaret dance in a glass tower if you can help it. Decoration can make up for this, but walking to an old mansion ballroom adds a LOT to a theme based on F. Scott Fitzgerald. As part of this you need to make sure you have enough room for the projected attendance as well as service, seating and The NC Revelers. Contract with your caterer for food service. You may wish to obtain bids from several reputable caterers. Needless to say the better ones are as busy as the best bands. Many of them can help you with decorations and other necessities and sometimes they know about halls or bands. No matter what your decorator tells you do not separate the band from the dance floor! If you do, the band loses communication with the audience and becomes a jukebox. Make sure the dancers are right in front of the band. Also speaking of decorators, remind yours that the band will need to USE the bandstand and that there must be room for the band AND its equipment and lighting. All of this should be coordinated with the entertainment and planned for and incorporated into the "vision" for the event. We have seen more than one decorator become upset at necessary changes to allow the band to do its job, such as potted plants being moved in favor of necessary lighting or sound equipment. It is always better to work together from the beginning than have disputes arise the day of the event. We will be happy to work with you to see that your event and our part of it goes soothly. Make sure your hall is the right size for the event. If you have a hall for 1000 and have 200 at your party they will spread to the walls and will not enjoy themselves. The best parties are held in a hall with no more seats than people. Just ask the social chairman of any Fraternity! In larger rooms it is a good idea to set the room with tables layered very near the dance floor and place the bar and food in back so that traffic to the bar and food service does not cross the dance floor. This helps concentrate the guests near the entertainment and as the audience fades near the end of the evening, the dance area is still concentrated and the remaining guests have a much better time. Publicity is a big key to a successful event. In general, ten people need to be aware of the event for every one ticket sold. Keep your ticket prices fairly reasonable unless you are really going for "exclusive". If a thousand people attend this year, and it’s a success two thousand will WANT to attend next year and you can raise prices. The same reasoning applies to one hundred and two hundred. If you need help with publicity we can advise you on the basics as well as provide contact information to professionals who can help you. You may wish to provide a "wind down" time near the end of the event and serve coffee after the bar closes. There is a great emphasis on "designated drivers" these days and promotion of the safety of your guests is important. If you have a program other than dancing, make sure it starts at a normal band break time unless you need the band to particpate.The NC Revelers can provide fanfares, short marches and other musical "fills" for a program if this is coordinated in advance. Coordination of scheduled activities is particulary important at weddings where there are toasts and speeches. This can be helpful for several reasons. Not only do you get the maximum music from a live orchestra, but tight scheduling can prevent "Uncle Fred" from monopolizing the microphone. 919 847-2263 THE MUSICIANS | OUR MUSIC | BOOK THE BAND! CONTACT US | EVENT PLANNING | SCHEDULE| LINKS HOME |