Event management is one of the most stressful jobs on the planet and if it isn’t something you do in your day to day work, you need to be aware of the range of pitfalls, challenges and considerations that could trip up event the most organised person! We have delivered over a thousand corporate events, including dinner dances for company celebrations, charity fundraisers and brand activations. If it can happen, we have seen it. We’ve gathered this experience in to our quick ‘how to guide’:
Venue Selection
There are so many considerations with venue, but your selection will usually start with capacity, cost and location. You want to find somewhere that accommodates both dining and a dance floor without feeling cramped. Too small and you’re limiting numbers, and sales, too big, and the atmosphere is difficult to create.
✅ Choose a venue with a flexible floor plan and ample space for both tables and dancing.
✅Consider how people will use the space, if the bar is outside the main venue space your numbers on the dancefloor will be quickly reduced.
✅ Arrange seating to allow for easy movement to and from the dance floor.
✅If your guests are travelling to the event, consider hosting in a hotel with onsite accommodation.
Catering & Meal Timing
Never underestimate how long is takes to serve 3 courses to hundreds of people! Add in confusion over dietary requirements and it could take over the whole evening! And because hot food can’t wait, you must coordinate meal service with speeches, entertainment, and dancing to keep everything on track.
✅ Use plated meals instead of buffets to avoid long lines.
✅Choose well known safer dishes the majority of people will like rather than your own personal preference, unless diners have a choice or it is special foody event.
✅ Work closely with caterers to time courses around speeches and entertainment.
✅ Collect dietary requirements in advance and have a clear plan for special meals.
Music & Entertainment
You can’t please all the people all the time, and this is especially true when it comes to entertainment! While everyone loves a live band, space and logistics mean this is sometimes impossible. You may also be fixed on a particular style of music for the whole evening. A good DJ can read the room and has access to a wider range of music to change the pace, mood and atmosphere of the evening.
✅ Start with soft background music during dinner, then transition to livelier tunes for dancing as the guests ‘warm up’.
✅ If using a live band, coordinate set breaks with other event segments.
✅ Consider a DJ who can adapt music based on the crowd’s energy. If in doubt choose both!
Guest Experience & Flow
You never know how your guests are going to experience your event or use the space you have created. As a general rule, you need to keep things moving along avoiding any long gaps between dinner and speeches, making sure there is a banger of a tune to get them on the dancefloor!
✅ Schedule different types of entertainment to keep energy up.
✅ Ensure speeches and formalities don’t drag on too long.
✅ Always prioritise a professional and charismatic MC or host to guide the flow and hype up the crowd. A well known face from the TV or a celebrity is always a good shout.
Theming
Although often overlooked, theming and decor can make or break an event. When people see you have gone to the effort of theming with care and attention, they feel special that you have gone ‘the extra mile’. It doesn’t need to obliterate your budget either.
✅ Clearly communicate your theme through your pre event branding, and if this influences a dress code, such as Roaring 20’s, make sure you let people know.
✅ Keep decor immersive, taking guests on a journey. Use lighting, centrepieces, and small touches, like themed table names, to create an unforgettable experience.
Logistics & Timing
In most cases, a good event manager within the venue will keep you on schedule. Any small deviations from the plan will have a knock on effect for the rest of the event.
✅ Create a group chat or joint comms with your vendors during the design phase. They are the experts and you will never know how one could impact another.
✅Create a detailed event timeline and share it with vendors and staff.
✅ Assign a coordinator to keep things running smoothly and handle any hiccups.
✅Be prepared. Regardless of the hours of planning you have invested, things can always go wrong, often out of your control.
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