Choosing the right music sets the vibe for your event, and more and more we are seeing clients embrace the power of the playlist to get people energised and ready to engage. Over the last year, we have seen some brilliant examples of clients using music in innovative ways, from speakers at Atomicon entering the stage to an empowering song to get the crowd going to a full delegate sing-a-long with Big Ian Douherty to launch the Good Work Place Pledge in 2023. The team at Opencast put energy centre stage, with every conference speaker walking onstage to their own choice of uplifting music, which can sometimes be themed specifically to the topic in discussion.  

Our team at BeaconHouse Events loves to get creative when it comes to event details, and music isn’t just nice to have; it can create those moments of surprise and connection that can elevate your delegate’s experience with you. 

Forget the dodgy DJ; we asked the team for their top tips on choosing the music for your next event…

Get creative 

Just because you’re planning a corporate event doesn’t mean you can’t be creative when it comes to incorporating music into the day. Consider the points in your event when delegates might need a little pick-me-up, or if there are breaks in the schedule when you could surprise and delight with a pop-up live performance. Think about whether your delegates know each other already or if they will be meeting for the first time. Could a musical start to the event act as an icebreaker to get people feeling at ease, or an interactive musical teambuilding to end the formalities of the conference ? If people want to let their hair down, why not consider live band karaoke as an alternative to the original dancefloor? 

Playlists with purpose

Music has the power to connect people and really set the tone of your event, so think about the environment you are trying to create and plan your playlist accordingly. Consider whether you are asking your delegates to be reflective, to stimulate new ideas, or to be excited about the year ahead and spend time planning your music around your purpose. More clients than ever are working with us to create staff engagement experiences and bring their teams together in a meaningful way. Think about the last festival or gig you attended; music is a fantastic way of giving people a feeling of togetherness if deployed thoughtfully. While music isn’t always conducive to a learning environment, it is perfect for creating structure and signaling the end of one segment and the beginning of another, which can break up learning and make it easier for people to stay focused and retain messaging. 

Make it memorable 

Pairing key ideas with music can make them more memorable, so think about the messages that you want people to take away from the day and plan your music accordingly. Research shows that people’s memory for faces is vastly improved when they listen to emotionally touching background music, while other studies show that music is intrinsically linked to our mood. Why not share a QR or link to an online playlist from the day to help people reflect or feel inspired when they are back in the office? 

Consider Accessibility 

Remember that loud noise can be overstimulating for some delegates, so make sure to create quiet spaces where people can get away from the hustle and bustle and turn off for a while. Events can be overwhelming, so these spaces could incorporate quiet, calming sounds to help people take a moment to themselves. A silent disco is an accessible way for people to share in an experience together, choose their music through headsets, or just enjoy the peace and quiet. 

Work with professionals 

Finding an audio-visual partner that you trust will take away a lot of stress on the day! A professional team will make sure that everything from the speaker mics to the band sounds amazing. You may have chosen the perfect audio accompaniment for your event, but if the sound quality is bad, that is what people will remember. Ask your chosen venue about their sound systems and talk them through the brief for the event. If you’re enlisting the help of an external team, make sure you talk them through the number of attendees, the floorplan, and the layout in advance so they can provide the best experience possible. 

A client giving us the scope to get creative is music to our ears. To discuss bringing your next event to life, email info@beaconhouse-events.com or call 0191 691 3456

What is your purpose? 

Before you get into the full details of event planning, it’s important to have a clear vision of why your event exists. Put some time into considering the purpose of the event and consider what you would like the atmosphere to be like for delegates—is it a formal occasion, a celebration, or maybe a way to engage your staff and help them connect? Taking this into consideration will help you choose a venue that matches your goals for the event and will help you play to your venue’s strengths to create the best experience possible.

Understand your audience. 

Understanding who will be on-site is crucial when you start to narrow down your short list of potential spaces. As well as the number of delegates that will be attending, research the demographics of the people who will be involved and what they will be doing as part of the experience. If your event is a family-fun day, for example, you should consider whether the space is child-friendly. Other things to think about are break-out areas for delegates who may need quiet zones or places to pray and discuss how they will be interacting—is there space for tables to take notes during the speakers? Do you need smaller break-out rooms for seminars, or is there room for a dance floor?

Sustainable travel options 

You might have found the perfect venue, but if it is tricky to get to using sustainable transport, your delegates might be put off before they even arrive. Make sure you communicate green travel choices to delegates well in advance so they can plan. Include information on safe walking routes to the venue, e-transport options like e-bikes or scooters, and the closest bus and rail connections so people don’t have to rely on cars or taxis to reach you. If you know you have delegates arriving from the same location, offer a ride-share service or encourage car-pooling by putting delegates in touch with each other ahead of the event.

Location, location, location 

Consider where your delegates are travelling from when you’re scouting out the perfect location. If it is a new city, they might want to be pretty central so they can enjoy exploring in their downtime or have the option of a range of nearby accommodations if they will be staying over.

Choose a space where everyone is welcome. 

93% of disabled people are not wheelchair users, and 1 in 4 people that come to an event will have some form of disability, most of which won’t be visible. Ensure that the venue you choose will give everyone the same opportunities to join in and have the same great experience. Research your chosen venue and consider what accessibility barriers there might be for a wheelchair user—someone who is D/deaf or has hearing loss, someone with visual impairment, or someone who is neurodivergent, autistic, or has dementia. Speak to the staff on-site to understand their processes and training, so every delegate gets a warm welcome and an equitable experience.

Layout and capacity 

Assess the capacity and layout of the venue to make sure that it can comfortably accommodate the number of attendees and the type of event activities planned. No one wants to be crammed in like sardines or feel like there is lots of dead space. Consider the flexibility of the venue’s layout to accommodate different event setups, such as presentations, workshops, networking sessions, and dining areas. Chat with the venue staff about how spaces can be manipulated with screens, folding walls, or other furniture so you can make the most of each area you have available.

Signals and services 

Picture this: You’ve found the perfect rural venue—it’s gorgeous and set in miles of countryside. but the WiFi drops out during the live stream of the keynote speaker. It may seem obvious, but double-check the services that are offered by the venue in detail and consider where you will have to bring in outside support to make the venue suitable for your requirements. This could include audiovisual equipment, Wi-Fi accessibility, technical support, catering services, and event staff on-site. Make sure you factor in any external support costs into your event budget so you don’t get any nasty surprises further down the line.

‘Tis the season. 

Event planning can take months, and it’s important to think about the time of year that your event will take place when you are making your booking. There are lots of things to consider if you are booking ahead of time: what will the temperature in the room be like, will the lighting be okay if the sun is rising or setting at a different time, and is there an in-door option if your outdoor summer event suddenly becomes a washout? Consider other factors, like local events that might cause traffic and public holidays, that may affect the availability and pricing of the venue too.

Brand Alignment 

Last but not least, does your chosen venue match your organisation’s brand? Look for a venue where the ambiance matches your brand values and aesthetic. Whether it’s a modern, sleek space for a tech product launch or a sophisticated, formal setting for a gala dinner, the venue’s look and feel should be chosen to reflect your theme and how people think about your brand. Consider the interior design, lighting, and overall decor to ensure that they enhance the event’s atmosphere and don’t jar with your messaging and tone.

We know that event planning can seem like a daunting process, and the team at BeaconHouse Events is here every step of the way, from strategy to styling, to make sure your event programme goes without a hitch. Get in touch with the team to discuss your ideas at info@beaconhouse-events.co.uk or give us a call on 0191 691 3456.