As with every aspect of event planning, consider the overall purpose and audience of your event when deciding on entertainment. Keep your budget in mind as well, as entertainment can be costly; many creative options for musical entertainment are available within the Longhorn community.
If the purpose of your event is to showcase faculty or student research, your program might include a panel discussion, a lecture from an expert speaker, or an exhibit of student work via research posters or presentation tables. In this case, your event participants will provide the "entertainment" as part of the event, and it will simply be your job to highlight their work. If you are planning a meeting or series of meetings, organizing the agenda and content will be your primary focus.
Regardless of the entertainment or program, it is critical to determine the set up and execution needs of any group or person presenting at your event. Questions to ask include:
- A/V and presentation needs (sound, microphones, lighting, screens, computers and connections for presentations)
- Microphone preference (lavalier mic, handheld mic, podium mic)
- Minimum stage requirements for performance groups
- Dressing room and meal requirements
- Parking arrangements
- Power requirements
- Necessary signage
- Attire
- For student groups and presenters in particular, be very clear on how/what they are presenting and what is necessary to execute.
