The Entertainment Budget – All You Need to Know for Your Next Corporate Event

A show-stopping event and a well-planned entertainment budget go hand in hand. Ready to dive into budgeting? Here are the golden rules of event planning.

A show-stopping corporate event and a well-planned entertainment budget go hand in hand.

But pinning down budget numbers can be a tedious task.

A successful event requires careful planning, and setting a realistic budget to make sure all aspects of the event must be adequately covered to avoid overspending.

Striking the perfect balance between fantastic entertainment and staying on budget is important.

If you’re ready to take the plunge into entertainment budgeting, here are the golden rules of the corporate event planning process:

1. Set a realistic budget 📝

When planning a corporate event, setting a realistic budget is essential for the overall success of the event.

Start by identifying the top entertainment elements that will work the hardest to create buzz among your guests.

A well-thought-out budget helps you to prioritise the event goals and allocate resources effectively to stay within the budget limits.

  • Consider factors such as the event’s theme, the audience’s preferences, and the overall goal of the event.
  • Focus your budget on high-impact entertainment to maximise the value of your investment, and ensure unforgettable moments for guests.
  • Make sure to explore all options, weigh their benefits, and prioritise the ones that promise an exceptional event.

The secret to success is unleashing your creativity while keeping costs in check.

By focusing your budget on high-impact entertainment, you’ll leave a lasting impression without breaking the bank.

2. Maximise Your Event Entertainment Budget 💸

When planning a corporate event, here are four ways to get the most out of your entertainment budget:

– Determine entertainment that aligns with your event and guests:

The first step is to understand your type of event and target audience.

Depending on your event’s purpose, you’ll want to determine what kind of entertainment resonates with your guests.

Is it live music, a comedian, or a motivational speaker?

Once you have this understanding, you can focus your entertainment budget and identify the right type of performers to hire.

– Research and compare entertainment prices:

Don’t rush into anything without doing your research. Work out your actual costs. 

Check out similar events and see what they have done to entertain their guests.

For your upcoming event, take the time to research and understand the differences between vendors.

– Try & negotiate with vendors:

When talking to entertainment vendors, be open and honest about your budget.

Give them your budget range and the level of service you need.

Vendors may be able to provide recommendations to help you get the most out of your budget. 

– Plan for additional expenses:

Understand that your entertainment event budget isn’t just the cost of the performers.

You will also need to account for equipment, setup, transport, and other expenses.

Be sure to add these additional expenses into your budget so that you can deliver the best entertainment possible without going over-budget.

3. Expenses for In-person Events 👥

Be mindful of how you manage your budget when planning for an in-person event.

Food and beverages take up more than a third of all expensive. 

You also need to include registration services, accommodation, audio-visual production, venue hire, as well as marketing and promotional materials which can be enhanced with event automation technology.

Ultimately, it is vital for you to focus on guest experience when planning an in-person event.

4. Discover Budget-Friendly Thrills 🎢

The world of entertainment is filled with hidden treasures that can impress your guests without costing a fortune.

Creative options like DIY games can personalise your event and still be within budget.

Photo booths provide an interactive for guests to create lasting mementos of the event.

Interactive workshops not only engage guests but also cultivate learning and bonding experiences.

These fun-filled alternatives pave the way for unforgettable memories without burning a hole in your pocket.

So keep an open mind and let your imagination run wild.You can check out our games and entertainment here.

5. Find Multipurpose Entertainment Options 🎤

Just because you booked it once doesn’t mean you have to use it once – embrace the concept of versatile entertainment that caters to various aspects of your corporate event.

For example…

A live band can create a pleasant ambiance by playing instrumental tunes during the cocktail hour, and later transitioning to an upbeat performance to get guests dancing.

An engaging quiz could also serve as both an initial small icebreaker, and later a full team-building activity.

The goal is to identify entertainment ideas that can multitask to maximise your budget’s potential.

6. Communication Matters 📞

Establishing solid relationships with your entertainment suppliers is essential for a seamless event experience.

Maintain transparent lines of communication from the very beginning.

Discuss your preferences, expectations, and budget constraints in detail.

Be proactive in asking for clarification and providing feedback as required.

Having a strong rapport with your suppliers prevents any unforeseen expenses arising due to misunderstandings.

Create a sense of partnership that ensures your entertainment choices perfectly align with your event’s needs.

7. Stay Ahead of Time ⏰

Be proactive in your planning by kicking off your event preparations well in advance.

The early bird mantra rings true, especially when it comes to securing great entertainment deals.

Starting early gives you time to explore a wider range of options, negotiate better rates, and ensure that your top choices are available for your event dates.

Early planning helps you address potential challenges and tweak your entertainment choices if needed.

By staying ahead of the curve, you can create a cushion of time for any unanticipated changes.

Armed with these strategies, the entertainment budget will be one less concern on your event planning journey.

Clownfish is always ready to support you. 

With over 14 years of experience, Clownfish is the go-to partner for creating memorable moments while sticking to budget constraints.

You can rest easy knowing that our professional team come along to make sure everything runs smoothly.

And with our transparent booking process, you can rest assured that we’ll do our bit to make your corporate event as stress and hassle-free as possible!

You can check out our games and entertainment here.