Have you ever thought about using music to help keep the flow of your event on track? The right kind of music at the right time can put your attendees in just the right headspace to get the most out of your event.
Trying to figure out where to start? Take a look at these three questions to keep in mind when you’re creating your next event playlist.
1. What music should I play at this part of my agenda?
Ultimately, you’re crafting an experience for each section of your agenda. Try to think about the purpose of each agenda item and brainstorm what you want your attendees to be focusing on. Do you want people to mingle or would you rather foster movement of your crowd from one place to another?
Our rule of thumb is that you shouldn’t play music during a time where you want there to be a strong focus, as this can require some multitasking that could frustrate your attendees. To help, we’ve split it up into these four categories:
- Registration: relaxing, soft vocal music to get everyone at ease
- Opening ceremony: fun, upbeat music to get everyone excited for the event
- Networking breaks or between sessions: soundtracks/instrumental music to get everyone talking
- Celebration or networking party: classic favorites from various eras to get everyone involved
- Closing ceremony or departure: quicker, energetic music to get everyone out the door
2. What’s the size of my attendee list and the size of my venue?
One major concern when it comes to music at your conference is considering the acoustics of your space. The last thing you want happening is to force your attendees to be exposed to loud music or only hearing an awkward trickle of sound. Missing the mark on your levels can happen very easily unless you take into consideration the amount of attendees at your event as well as the size of your venue.
We recommend coming in early in the space to do a soundcheck and communicating with your venue coordinator to see if they have any tips on the best and worst types of music to play on their sound system. As an example, if you know your venue doesn’t carrying sound well, you might want to avoid any acoustic songs. On the flip side, if the sound system is a bit overwhelming, you should try to avoid those deep booming soundtracks.
3. Do I want to play live or recorded music?
For most conferences, you’ll typically want to use recorded music as it’s much easier, cheaper, and standard for the events industry. That being said, it doesn’t mean you can’t consider including some live music for a special occasion on your agenda. Try thinking about the type of events you’re having (an anniversary celebration, an after-party, a networking dinner) and appraise what vibe you are trying to achieve for your attendees.
Because live music can be so finicky, you’ll definitely want to hear at least three samples of their set list to see if it’s a good fit for your event. Remember that less can be more when it comes to the amount of band members in your live music, as that means more instruments and more technical issues that can pop up. That said, adding music to your event can provide a nice touch, so don’t be afraid to try something new.
Planning an event, especially a big one, can seem like a daunting task. There are a million things to do and, if you’re like most organizations, very few people to help. But don’t worry! We’ve broken down the event planning process into nine simple steps for overall success. Check out our free guide 9 Steps to Event Planning below!