Venue and Schedule for Your Corporate Event Programme

An entertainment programme only works as well as it fits the venue and the running order. A superb format that does not work in the space you have booked helps no one. This article sets out the spatial and organisational questions that should be settled before you book.

Floor space: the most important factor

The space available often determines which formats are even possible before you choose a programme. A Walking Act that moves through the room needs continuous routes without fixed obstacles such as pillars, steps or closely packed rows of tables. Programmes that need more room to move, such as a stilt walkers' performance like Festival Stilt AnimationView act →, also require a minimum overhead clearance, particularly at events in marquees or under suspended ceilings.

Pure stage formats, on the other hand, often need only a smaller, clearly defined area. What matters here is less the overall size of the venue than a clear line of sight from the guests to the performance area.

Indoors, outdoors or both?

Many formats can be performed both indoors and outdoors, although some are better suited to one setting. Outdoor events bring additional factors into play: dependence on the weather, the nature of the ground, and lighting after dark. Formats with technical equipment, such as Futuristic + LaserShowView act →, need varying amounts of preparation depending on the time of day and the ambient light, so that the visual effect really comes into its own.

For hybrid events that use an outdoor area for the reception and an indoor space for the main programme, it is worth agreeing which part of the programme works best where. A mobile Walking Act, for example, suits the outdoor area during the reception, while a more focused format suits the indoor space during the main programme.

How much preparation time does a programme need on site?

That depends on the format. Some performances need only a few minutes to change and set up, while others, such as formats with additional technology or more elaborate costumes, need a little more lead time. The provider will usually give you this information as soon as you enquire, tailored to the specific format.

Does the programme need a separate private room?

A small, enclosed area is helpful for changing or for short breaks between performances, but it usually does not need to be large. A simple side room or a screened-off area is generally sufficient.

Running order and timing

A programme should be built into the overall running order of the event rather than standing in isolation. A rough schedule with fixed anchor points helps here: when does the reception begin, when is the welcome, when is dinner, when does the event end? These anchor points let you decide where a programme will have the greatest impact.

Walking Acts are particularly well suited to phases without fixed programme items: arrivals, changeovers, networking. A format such as Arrow Men / Event GuidesView act → can even serve a dual purpose in these phases, offering entertainment and practical guidance at the same time, for instance on the way from the entrance to the reception area or from one room to the next.

Stage formats, by contrast, need a clearly defined slot in the running order, usually between two other programme items, such as after a speech and before the meal. It is important to build in enough buffer here in case the schedule shifts slightly beforehand.

Technical requirements

Not every programme needs technical support, but where it does, it should be agreed early on: power supply, sound and lighting. Formats with their own technical setup often arrive with the necessary equipment, but they still need information about the venue, for example whether there is a power socket within reach or whether the venue has its own technical rules (such as volume limits in certain buildings).

Checklist for your conversation with the venue

Before you make a final booking, it is worth arranging a brief meeting with the venue itself. Which areas are available? Are there restrictions on volume or open flames? What is the ceiling height in the relevant areas? Is there a goods lift or step-free access for equipment? You can then pass this information straight on to the provider, which saves a considerable amount of time when working out the details.

The final page of this guide deals with the planning timeline itself: when to start on what, so that everything comes together in the end.