The Houston Corporate Event Planning Guide

25+ Years of Tips for Planning Successful Corporate Events

Every week I get a call or email from someone saying, “Help! I’ve been put in charge of planning our corporate event, and I have no idea where to start!”  In this guide I’m going to try to make your life easier by guiding you through the process based on 25+ years of performing for and planning successful corporate events.  Don’t let the fact that you’ve never done this keep you from getting started.  Like most things it’s a series of small steps that are easily accomplished with a little bit of effort and creativity.  Let’s get started!

6 Questions to Answer Before You Start Planning

  1. What is my budget?
  2. What is the size of my event?
  3. What is the theme of my event?
  4. Is dinner being served?
  5. Are there awards or presentations?
  6. What are my entertainment options?

Let’s break it down further and look at the best options for YOUR event!

Step 1: Set Your Corporate Event Budget

Obviously it all starts here!  Your budget will determine everything from venue to food to entertainment.  Know your maximum spend and aim for 20% lower to allow for unexpected expenses.  I recommend you spend the bulk of your budget on the venue, food and entertainment.  If you keep your guests comfortable, fed and entertained you’re 90% there!

Step 2: Determine Your Corporate Event Size

How large is your event?  50 people?  500 people  1500 people?  The size of the event determines everything including the venue, seating, food, decorations and entertainment.

Small Event:  If you’re hosting an event for under 50 people consider booking a private room at a nice restaurant.  They’ll handle everything food and drink related, and you won’t have to worry about parking.  Your guests can arrive early and mingle during a cocktail hour.  Your guests can order the food they want, and the restaurant can deal with any gluten or food allergy issues as well as vegetarian options.  Sometimes at smaller events people are coming and going throughout the event.  In these instances I typically entertain with close-up sleight-of-hand performed from group to group.  A 30-45 minute show for the whole group is also a lot of fun.

Medium Event:  If you’re hosting an event for 50-500 people consider booking a banquet room at a luxury hotel.  Hotels like Hilton and Marriott specialize in large functions, and they provide event coordinators who can help you with everything from food and beverage to linens and centerpieces.  Ample parking is also not an issue which is very important for your guests.  Most higher-end hotels also offer valet parking.

Large Event:  If you’re expecting 500-1500 people your venue options become more limited.  Some large hotels might be able to accommodate you or you can also look into convention centers that focus on large groups.

Curt Miller performing for a large corporate audience in Texas.
Curt Miller performing for a large corporate audience in Texas.

Step 3: Choose an Event Theme

Many events work better (and are more fun) when they have a theme.  For example if your theme is “Las Vegas” you can invite your guests to dress as if they are going to a Vegas casino.  This encourages creativity, inclusion and team building by allowing your people to be creative and join in on the fun.  The theme can be enhanced by creative decorations including entrance arches, balloons and table decorations.  For example, with the Vegas theme, playing cards and dice could be placed on each table.  After dinner the entertainment could be a Frank Sinatra or Elvis impersonator or a Las Vegas-style large scale magic & illusion show.  I often get requests to recreate the Las Vegas experience in my show with appropriate music and spectacle as seen in Casino type review shows.

Step 4: Plan Dinner and Catering

The food is one of the most important things in your event.  If the food is bad, your event will be bad.  Make sure and pick a great restaurant or venue known for the quality of their food and service.  If the event is catered, choose a respected firm with a lot of experience and positive reviews.  Allow plenty of time for your guests to eat.  In my experience most event planners underestimate how long it takes to serve a group of people.  Plan more time than you think you’ll need.  Also keep in mind the more people you have the longer it takes them to get into the main room and get seated.  Have a plan.  Your CEO is the most effective person to get them to stop talking and sit down at their tables!  I always recommend saving any other activities for after dinner is finished.  In my opinion it’s much nicer and more appropriate to not interrupt your guests while they’re eating and socializing.

Step 5: Plan Awards, Presentations and AV

If you’re giving out awards, remember that this process takes a LOT of time!  You’ll need to start after dinner (not during) so you don’t interrupt their meal.  Presenters are notorious for giving long speeches before each award so encourage them to keep it moving so you don’t run hours late.  I personally have had to cancel my show on at least 2 occasions because the awards portion went so long!  Also remember to have a professional photographer handy to take the award recipient’s picture as they come to the stage to receive.  Your management staff might also have presentations they need to give which will require large projection screens and AV personnel.  Your hotel will be able to help with all of your AV needs.  I have a large Bose PA system as part of my show that companies often use in their part of the evening.  This saves them on having to rent a sound system from the venue.

Step 6: Choose the Right Corporate Entertainment

Entertainment is one of the most important parts of the evening and may be the thing they remember about your event.  Don’t skimp on this.  It’s important.  Great entertainment can be the difference between a mediocre event and a memorable one, especially in the greater Houston area!  Before dinner music is a great option, either through a single musician or ensemble or via the DJ if you  have one.  During dinner I recommend either VERY quiet music or nothing.  This is the time when your guests want to talk and have fun.  Don’t ruin it with loud music or distractions!  After dinner is when the featured entertainment should begin.  A professional comedy magic show is always a big hit at corporate functions.  It’s one of the few types of entertainment that everyone in your group will enjoy regardless of age, gender or nationality.  A good corporate comedy magician will get your group laughing and applauding with interactive routines that facilitate team building and goodwill.  Magic shows can range from small to large (with Las Vegas style Illusions) depending on your venue and budget.

I will often perform “walk-around” magic during the cocktail hour which is a great icebreaker.  Walk-around magic is also best for events where your guests are socializing and mingling (not seated and facing one direction).

Other entertainment  options include casino games, a DJ (dancing) or party games.

ADDITIONAL CONSIDERATIONS

Stage and Visibility for Corporate Entertainment
If you have more than 75 people in attendance you might want to consider a riser (portable stage) to get your entertainer up higher for better visibility.  The venue or entertainer can usually provide this and recommend the proper stage size.  You also might need a stage if you have presentations or awards.

How Long Should Corporate Entertainment Last?
If you’re having a magician or comedian after dinner, the show should be between 30 and 60 minutes.  Don’t be tempted to go longer; you always want to leave your audience wanting more!  Leave time after the show for awards, dancing, speeches, etc.

Why Corporate Entertainment Should Be Clean and Appropriate
Make sure everyone involved is onboard with keeping their material 100% clean.  This is very important in a corporate event.  The last thing you want is to get HR or lawyers involved because someone in your audience got offended!

Getting Your CEO and Executives Involved
Do something to make your executives shine!  In my larger show I begin by having the CEO come to the stage and announce he or she will be performing the magic show themselves!  They disappear and change into me, and at the end of the show they reappear to thunderous applause.  The more opportunities you give your executives to get laughs or attention the more rewards you will reap.

Planning Entertainment for International Audiences
If you have international attendees, keep in mind that their food requirements and entertainment tastes may differ and will need special attention.  I have performed for many international groups and found that comedy magic is universally appealing even to people who don’t speak English!

I hope this helps.  Don’t be scared; you can do this!  If you need any help feel free to reach out to me for advice or with any questions you may have.

Good luck!

Curt Miller

About Curt Miller
Houston corporate magician Curt Miller has spent more than 25 years performing at corporate events, galas, conventions and company celebrations in Houston and across the country. His clients have included Microsoft, ExxonMobil, American Express and NASA.