The Complete Guide to Booking Live Entertainment for Your Corporate Event

Planning a corporate event involves many moving parts - venue, catering, guest list, production, branding, schedules - but one of the most powerful elements in shaping the guest experience is live entertainment. Whether you're organising a conference, networking reception, gala dinner, awards night or product launch, the right act elevates the event from functional to memorable.

This guide walks you through everything you need to know when booking live entertainment for a corporate event, including daytime and evening options, logistics, budgeting, and entertainment ideas suitable for different styles of corporate gatherings.

Why Live Entertainment Matters at Corporate Events

Live entertainment does more than fill time - it reinforces your event’s identity and creates moments that guests remember. It can:

• Set the tone the moment guests arrive
• Increase engagement and create conversation
• Complement your brand message and theme
• Improve guest flow throughout reception, dinner, and after-party stages
• Deliver WOW-factor moments that make the event shareable and memorable

From subtle background ambience to headline performance acts, the right entertainment supports your event goals rather than competing with them.

Step-by-Step Guide to Booking Corporate Event Entertainment

1. Define Your Event and Audience

Before choosing acts, establish the basics:

• Type of event: awards ceremony, gala dinner, away-day, exhibition, launch, staff party, etc.
• Audience profile: employees, corporate partners, clients, VIP guests, mixed demographic
• Desired atmosphere: elegant, energetic, inspirational, informal, immersive
• Time of day: daytime events require a different tone to evening entertainment

Understanding these factors will guide your entertainment choices.

2. Set Your Budget and Timing

Entertainment is most effective when factored in early, not as an afterthought.

• Total budget allocated to entertainment
• Whether you need multiple acts (for example, reception and evening)
• Performance duration (one feature set or several smaller sets?)
• Sound checks, setup times, venue access, etc.

A 60-minute roaming act might suit a drinks reception, whereas a gala dinner may need a main feature act plus after-party entertainment.

3. Choosing the Right Style of Entertainment

Below are options separated into Daytime and Reception Entertainment, and Evening and Headline Entertainment.

Daytime and Reception Entertainment Ideas

Perfect for conferences, networking sessions, exhibitions, luncheons, and early arrivals.

• Meet and Greet Performers
  Create impact from the moment guests arrive with themed characters, brand ambassadors, and costumed performers.
  Meet and Greet Performers
• Close-Up and Mix-and-Mingle Magicians
  Ideal for networking and drinks receptions, offering interactive entertainment without disrupting conversation.
  Corporate Magicians
• Roaming Musicians, Acoustic Duo, Instrumental Sets
  Live music adds ambience without dominating the room - perfect for background mood-setting.
  Acoustic Acts
• Caricaturists and Live Sketch Artists
  Fun, personal and memorable - guests take home bespoke artwork as keepsakes.
  Caricaturists
• Live Lounge Acts, Jazz and Swing
  Subtle yet sophisticated, ideal for business lunches, presentations or champagne receptions.
  Jazz and Swing Entertainment

Evening Entertainment and WOW-Factor Options

Ideal for gala dinners, parties, awards ceremonies, and celebrations.

• Live Bands and Party Bands
  Energise the room and get guests dancing after dinner.
  Live Bands
• DJs and Sax, DJ Live Combos
  Modern, dynamic and flexible - perfect for corporate after-parties.
  Corporate DJs
• Aerial Artists, Fire Performers and Circus Acts
  High-impact performance pieces for big productions.
  Specialty Acts
• Comedians, Speakers and Stage Magicians
  Ideal for sit-down dinners or more formal corporate environments.
  Speakers and Hosts
• Tribute Acts and Celebrity Entertainment
  Ideal for brand launches, themed events or headline shows.
  Celebrity Acts

4. Logistics and Practical Requirements

To ensure smooth delivery, confirm:

• Stage size and layout
• Power requirements
• Sound and lighting equipment
• Venue restrictions (licensing, noise, finish times)
• Parking and load-in access
• Sound-check and setup time
• Public Liability Insurance and PAT-tested equipment (your acts should supply this)

5. Contracts, Payments and Booking Terms

When booking through Garston Entertainments, you receive:

• A clear contract
• Full act brief and technical rider
• Deposit and balance invoice schedule
• Replacement artist procedures in case of cancellation or illness
• Support from your Entertainment Co-ordinator

6. Branding, Marketing and Engagement

Turn entertainment into a PR asset:

• Include acts in pre-event communications
• Use photo opportunities strategically (especially meet and greet performers)
• Request branded props, costumes or music choices
• Capture professional photos or video for post-event marketing
• Share content on LinkedIn, Instagram and internal channels

Good entertainment creates media and memories.

7. Post-Event Review and ROI

After the event:

• Gather feedback from attendees
• Review how entertainment supported your event goals
• Save photos and videos for future pitches or marketing
• Note improvements for next year

Entertainment is an investment - measure it like one.

Common Mistakes to Avoid

• Booking last-minute
• Choosing acts that clash with the venue size or schedule
• Entertainment that is too loud during networking
• No clear running order or transitions
• Not considering branding or theme alignment

Quick Corporate Entertainment Checklist

• Event format and audience defined
• Budget confirmed
• Daytime entertainment selected
• Evening headline act selected
• Venue logistics confirmed
• Technical rider reviewed
• Contract agreed and deposit paid
• Schedule finalised and communicated
• Photo or video capture arranged
• Post-event review scheduled

Why Choose Garston Entertainments

Garston Entertainments works with leading brands, venues and event planners across the UK to provide reliable, professional and high-quality entertainment.

We offer:

• Vetted, professional acts with corporate experience
• Dedicated entertainment coordinators
• Flexible options for receptions, dinners and after-parties
• Support with logistics, branding and event planning

Our goal is to enhance your event, not just entertain.