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How to get noticed for corporate events
Understanding how to get noticed for corporate events requires a different approach to promoting weddings and private parties. A corporate client wants to know straight away where the act fits into the programme, what role it plays, how much space it takes up and how it ties in with the schedule. To secure bookings for corporate events, the act must be presented in a concrete format: suitable audience, objective, duration, format and technical requirements.
Why the corporate market takes different criteria into account
At a private event, the choice is often based on the client’s personal taste. In the corporate sector, however, it stems from an organisational need: to welcome guests, to accompany a pre-dinner drink, to support a product launch, to liven up a conference or to round off a dinner with an informal moment.
The decision-makers also change. The client company checks that the artist is in keeping with the target audience and the brand image. An agency fits the artist into an already defined production, adhering to the running order and technical deadlines. A venue focuses primarily on volume, dimensions, access points, set-up and compatibility with the available space.
A musical trio may be of interest to a company because it encourages networking without drowning out conversations; to an agency because it takes up little space and adheres to a strict schedule; and to a venue because its equipment is compatible with the room. An effective corporate artist profile highlights these advantages without forcing the contact person to deduce them from photographs and biographies.
Reliability, punctuality and reputation: the factors that matter
The word “professional” appears in countless presentations, but on its own it proves nothing. Reliability is evident from the accuracy of the answers, the clarity of the quote and the ability to deal with practical matters without confusion.
A coordinator checks whether there is a single point of contact, whether the timings have been confirmed, whether the set-up times are realistic, and whether any parking or loading requirements have been communicated in good time. The staff’s attire and the tidiness of the stand are also important.
The images must convey the right context. If you’re offering background music for cocktail receptions and corporate dinners, a gallery consisting solely of nightclub shots fails to highlight your main offering. For a performer, the client needs to see how they fit in amongst the guests, not just a close-up of the performance.
Timetables are subject to change: a speaker may run over, or dinner may start late. It is advisable to clarify in advance what adjustments are possible, within what limits, and who can authorise them.
What materials should you send to a company, an agency or a venue?
The initial submission should enable a swift assessment. It should include a brief description of the format, relevant photographs, one or more representative videos, the duration, the line-up, the area covered, technical requirements and clear contact details. A rambling presentation risks failing to reach the decision-makers.
The video should be chosen according to the event. For a band performing at a corporate dinner, the layout, perceived volume and interaction with the guests are key. For a travelling performer, footage is needed that shows actual movements and distances. An audio-visual supplier should showcase the complete, well-organised set-up, not just close-up shots of the effects.
A concise and easily shareable fact sheet is particularly useful when working with event agencies. The recipient may need to present it to a client, the marketing department or the venue management. The title and opening lines must explain the offer straight away.
Before finalising the materials, See how customers look for professionals and check whether the words used in your profile match the format and contexts in which you’d like to be contacted.
Describe a format, starting with the aim of the event
A list of services is of little use unless it explains when it is best to choose them. Each format should answer five questions: what objective does it serve, who is the target audience, how long does it last, how much space does it require, and how is it carried out?.
From the client’s perspective, a concrete description might be as follows: musical accompaniment for a corporate drinks reception with around one hundred guests in conversation, performances spread over an hour and a half, a compact line-up, controlled volume and a small footprint. The capacity is intended to clarify the specific situation for which the proposal is designed, not to boast about experience.
The same artist may offer several different formats, provided they serve distinct purposes. An acoustic trio for networking is not simply a shorter version of an evening concert: the repertoire, intervals, intensity and rapport with the audience are all different. A roaming performer does not offer the same experience as a front-of-house show with a stage and a collective audience.
These differences reduce off-target requests and help the agency to present the format.
Clear and unambiguous quotations, invoices and technical data sheets
A quote for a corporate event should specify the number of staff or trainers, the duration, the total time on site, equipment included, set-up, travel and any additional hours. If the stage, sound or lighting are provided by the client, this should be specified.
The phrase “sound system available on site” is not enough. You need to know what system is available, who operates it, what connections it offers, and whether it can actually support the show. A sound system suitable for announcements is not the same as a full concert-grade set-up.
The technical specifications must be tailored to the format. A detailed document may be required for a complex production; for a small corporate event, information on space, power supply, sound amplification, access and timing is often sufficient.
For assignments between Italy and Ticino, it is advisable to clarify the currency, travel arrangements, language of communication and invoicing procedures. Tax and administrative matters depend on the professional’s status and their relationship with the client; any doubts should be checked with advisers and official sources.
Submit the Lyrium form for corporate enquiries
A profile aimed at businesses should state this right at the start. Set out the main contexts, areas covered, languages spoken, training, the purpose of the service and any technical limitations. If you also work at weddings and private parties, list these services separately rather than grouping them under a generic description.
The profile could begin as follows: an acoustic duo for cocktail receptions, corporate dinners and networking events, with an international repertoire, a compact sound system and a volume level suitable for conversation. This could be followed by details of videos, duration, space required and customisation options.
Once you’ve decided on the format and materials, you can log in to your artist area and reorganise the listing for companies, agencies and venues. You can also compare the visibility options on Lyrium based on the areas and assignments that are most relevant to your business.