Music can make or break your corporate event. It sets the mood, guides transitions, and keeps attendees engaged. Here’s how to get it right:
- Match music to your event type: Networking? Go for soft jazz. Product launch? Choose upbeat pop.
- Plan music around the schedule: Use soft tracks for arrivals, energetic tunes for breaks, and lively music for receptions.
- Know your audience: Pre-event surveys or polls can help you pick genres that resonate.
- Choose the right source: Live bands add elegance, DJs adapt to the crowd, and playlists are budget-friendly.
- Handle logistics: Ensure proper sound setup, volume control, and legal licensing.
Quick tip: 87% of planners say music is critical for setting the tone, so don’t overlook its importance. Read on for a step-by-step guide to creating the perfect event soundtrack.
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Setting Clear Music Goals for Your Event
Did you know that 77% of event planners say music plays a key role in creating a positive atmosphere[5]? To get the most out of your event, it’s essential to set clear goals for your music choices.
Matching Music to Event Purpose
The type of event you’re hosting should guide your music selection. Here’s how you can align music with specific event objectives:
| Event Type | Music’s Role | Suggested Genres |
|---|---|---|
| Networking Mixer | Encourage conversations | Jazz or lounge instrumentals |
| Product Launch | Build energy and buzz | Contemporary pop and electronic tracks |
| Awards Ceremony | Add elegance and prestige | Classical pieces transitioning to celebratory tunes |
| Team Building | Create a fun atmosphere | Upbeat pop and rock |
| Training Session | Keep focus sharp | Instrumental versions of popular songs |
Planning Music Around the Event Schedule
Your event’s timeline can also guide your music choices. Here’s how to plan:
Pre-event (Arrival): Welcome guests with soft, inviting tracks played at a low volume to set a professional tone.
Opening Sessions: Gradually introduce more energetic music to signal the start and set the mood.
Activity-Specific Music:
- Presentations: Either no music or very minimal background sound.
- Group Work: Soft ambient tracks to aid focus.
- Networking Breaks: Moderate-volume background music to keep the energy flowing.
- Meals: Light instrumental music to maintain a relaxed atmosphere.
Evening Reception: Opt for lively tracks that encourage mingling while keeping the vibe professional.
Music Suggestions by Event Type
Here are some tried-and-true pairings for different event themes:
Professional Development Events:
- Morning sessions: Instrumental versions of modern hits.
- Workshops: Ambient electronic music to maintain focus.
- Breaks: Acoustic covers with an upbeat tempo.
Celebratory Events:
- Welcome drinks: Light jazz classics.
- Award presentations: Orchestral film scores for a grand feel.
- Dinner service: Sophisticated pop standards to set a classy tone.
Once you’ve outlined your music goals, the next step is tailoring these choices to your audience’s preferences. Stay tuned for more on that in the upcoming section.
Know Your Audience’s Music Preferences
Getting a handle on your attendees’ musical tastes can make or break the vibe of your event. In fact, research shows that 78% of corporate event attendees feel that the right music improves their experience[6]. While the type of event sets the general tone for music, the real magic happens when you match your choices to the audience’s demographics. This way, the music not only engages but also fits the professional atmosphere you’re aiming for.
Gathering Input from Attendees
Want to nail down what your attendees actually want to hear? Try these methods:
- Pre-event surveys: Add specific music-related questions to your registration forms.
- Social media polls: Platforms like LinkedIn or Twitter are perfect for quick, interactive polls.
- Collaborative playlists: Use apps like Spotify to let attendees add their favorite tracks.
- Past event data: Dive into feedback from previous events to see what worked and what didn’t.
Instead of vague questions, go for something more focused, like: “What genre sets the best mood for networking?”
Balancing Popular and Niche Genres
Here’s a pro tip: keep it balanced. About 70% of attendees enjoy a mix of current hits and classics at corporate events[4]. A good rule of thumb is a 60/40 split – 60% popular tracks for mass appeal and 40% tailored selections based on your audience[4]. This approach aligns with the 87% of planners who believe music plays a key role in setting the tone[3].
As James Harrison from Soundtrack Your Brand puts it:
“Music selection significantly impacts attendee satisfaction.”
Once you’ve locked in these preferences, the next step is deciding how to deliver the music – should you go with a professional DJ or a carefully curated playlist? Stay tuned.
Selecting Your Music Source
Once you’ve identified your audience’s preferences, it’s time to decide on the best music source. Research shows that choosing the right option can boost event satisfaction by up to 25% and keep attendees engaged for an additional 45 minutes[7].
Live Music vs DJs vs Playlists
Here’s a quick comparison of the three main music options:
| Format | Cost Range (UK) | Best For | Pros | Cons |
|---|---|---|---|---|
| Live Band | £1,000 – £5,000 | Gala dinners, Awards ceremonies | Great stage presence, perfect for formal events | Limited song variety, requires more setup |
| Professional DJ | £300 – £1,500 | Networking events, Product launches | Can adapt to the crowd, often doubles as a host | Less visually dynamic than a live band |
| Curated Playlist | £50 – £200 | Small meetings, Background music | Budget-friendly, full control over song choices | No live interaction, works best for low-key settings |
Keep your venue’s setup in mind when making a choice. For instance, live bands often need 20 square meters of stage space and a dedicated power supply, while DJs only require 5 square meters and standard outlets[7][3].
Professional DJ Services in the UK
Here are two standout DJ services:
- City Nights Discos: Offers tailored corporate packages, including personalized playlists and experienced DJs who can read the crowd.
- Storm DJs: Known for brand activations, with data showing they increase dance participation by 30% compared to playlists[7][4].
To get the most out of your DJ, share your event schedule, audience details, preferred tracks, and any specific volume or announcement needs.
Services like City Nights Discos also provide safety-certified equipment and public liability insurance as part of their packages.
Once you’ve chosen your music source, the next step is ensuring it fits seamlessly with your venue setup, which we’ll cover in the following section.
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Managing Event Music Setup
Once you’ve chosen your music source, the next step is handling the technical details. Here’s a practical guide to help you manage the setup effectively.
Venue Sound Setup
Start with a thorough sound check at least 24 hours before your event. Pay attention to these essential components:
| Component | Key Checks |
|---|---|
| Speakers | Placement and coverage |
| Amplifiers | Power capacity |
| Mixing Console | Input compatibility |
| Backup Gear | Spare cables/mics |
Using a digital mixer can streamline control over multiple audio sources, ensuring your music aligns with the event’s atmosphere and goals.
Music Volume and Timing
Proper volume management is crucial for setting the right tone during different parts of the event:
- Networking sessions: Keep music soft to encourage easy conversation.
- Presentations: Use subtle background music that complements without overshadowing speakers.
- Evening entertainment: Turn up the energy with louder music but avoid distortion to maintain sound quality.
Working with Music Providers
Clear communication with your music provider is essential for avoiding last-minute issues. Here are some steps to ensure smooth collaboration:
- Technical Setup: Coordinate with both the venue and music provider to confirm power access and address any acoustic challenges, particularly in echo-prone areas.
- Backup Plans: Have spare equipment ready and assign emergency contacts to handle any technical failures.
During the event, establish a communication system – such as two-way radios or hand signals – between the event manager and the music team for quick updates and adjustments [3].
Finally, double-check that your music complies with licensing and legal requirements to avoid any complications.
Music Licensing and Legal Requirements
When planning your event, don’t forget the legal side of music use – ignoring this can lead to fines of up to £30,000[10]. Proper licensing ensures your music adds to the event rather than creating legal troubles.
UK Music Licenses
In the UK, there are two main licenses required for playing music at corporate events:
| License | What It Covers | Additional Notes |
|---|---|---|
| PRS for Music | Musical composition and lyrics | Needed for both live and recorded music |
| PPL | Sound recordings and performers | Covers commercial recordings |
| TheMusicLicence | Combined PRS and PPL | Simplified option combining both licenses |
Some venues may already have these licenses, but don’t assume they cover your event. Always double-check the venue’s licensing status. If needed, one-off licenses are available starting at £20+VAT[9].
In 2022, PRS handled cases where unlicensed music use led to £30,000 settlements[10].
Here’s how these rules apply to different music formats:
- Streaming Services: Personal accounts, like those on Spotify, aren’t licensed for public events.
- Live Music: Confirm the venue’s license covers live performances[3].
- Recorded Music: Even royalty-free music may require PPL clearance[9].
Agreements with Music Providers
If you’re hiring DJs, bands, or other music professionals, make sure your agreement includes these key details:
- Proof of licensing
- Performance specifics
- Technical requirements
- Insurance documentation
Tips for Contract Protection:
- Ask for proof of active licenses before signing any contracts.
- Approve playlists in advance and keep a record of all played tracks.
- Hold onto license documentation for at least 12 months after the event.
Once you’ve got your licenses sorted, you can focus on making your music plan a success.
Conclusion: Steps for Event Music Success
To wrap up your music planning, here are some practical steps to ensure your corporate event hits the right note:
- Plan with Purpose: Match your music choices to your event’s main goals. Experienced DJs can read the room and adapt accordingly – 78% of planners say working with seasoned professionals leads to better outcomes [4].
- Know Your Audience: Use insights from your pre-event research to cater to attendee preferences. Your music selections should align with the tastes and demographics you identified during planning [2].
- Stay Compliant: Double-check that all necessary music licenses are in place before finalizing your playlist [8].
- Measure the Impact: After the event, collect feedback through surveys focused on how the music influenced the atmosphere and engagement levels [1]. This information will help you fine-tune future events.
Adjust the energy of your music to flow with the event schedule. Clear communication with your music providers will ensure a lively and memorable atmosphere that supports your event’s goals [1][5].
FAQs
What is good background music for an event?
For corporate events, choosing familiar and fitting tracks can enhance the atmosphere and align with your event’s goals. Based on insights from experienced event planners [4], here are some popular choices that suit various corporate settings:
| Song | Artist | Best Used For |
|---|---|---|
| “Sweet Caroline” | Neil Diamond | Networking breaks |
| “Happy” | Pharrell Williams | Opening sessions |
| “Come Fly with Me” | Frank Sinatra | Dinner service |
| “Ain’t No Mountain High Enough” | Marvin Gaye, Tammi Terrell | Team building |
| “Uptown Funk” | Bruno Mars | High-energy moments |
Here are a few tips to help you pick the right background music [2][3]:
- Volume Control: Keep the music at a low level during networking or meals so people can easily hold conversations.
- Timing Matters: Opt for instrumentals when speeches or presentations are happening.
- Energy Flow: Match the music’s tempo to your event’s energy, gradually increasing it when needed.
These tracks, combined with smart timing and volume adjustments, can help create the perfect atmosphere for your event.
