Summer is corporate party season, and the best venue is often your own premises. A car park that turns into a dance floor in the evening, a courtyard with a bar, the warehouse you clear out for the occasion. On your own premises you usually do not need an events permit, and that saves hassle and time. But as soon as the technical side comes into play, many organisers get stuck on the same question: what do I actually need?
We have set it out, from a small company drinks to a party for 200 people.
Start with the number of people and the space
Everything starts with two figures: how many guests, and how big is the space. 40 colleagues in a courtyard calls for something completely different from 200 people on a closed-off site.
For a group of up to around 50 people you can often manage with a compact set: two active speakers on stands, a subwoofer for a bit of body in the music, and a small mixing desk. Enough for background music during the meal that builds up to dance volume in the evening.
Above 100 guests, especially outdoors, you need more. Sound disappears outdoors incredibly quickly because there are no walls to bounce it back. Then you are talking about more power, speakers that steer the sound where you want it, and possibly a left-and-right setup so everyone hears the same thing.
Sound: more than a speaker and a playlist
The most common mistake is too little spread. One loud speaker means the people at the front get blown away while the people at the back hear nothing. Spread the sound across the space and you keep it pleasant everywhere.
Are you playing a playlist yourself, or is a DJ coming? With a DJ you want to hire a DJ set with turntables or CDJs and a mixer they are used to. Keep it sharp for the speeches too: a wireless microphone that keeps the director audible over a talking room is worth its weight in gold. Nothing kills the mood like a toast nobody can make out.
Lighting sets the mood
Sound fills the evening, lighting determines how it feels. During the day nobody notices it, but as soon as it gets dark, the difference between a lit-up car park and an atmospheric party is enormous.
With a few uplights against the facade, some warm spots above the bar and perhaps a lighting effect on the dance floor, you lift the evening without it turning into a nightclub. For most corporate parties, warm and calm works better than bright and flashy. Do you want a proper dance floor after all? Then we scale the lighting plan to match.
Styling finishes it off
Sound and lighting form the basis, but the styling is what really transforms a space into a party. An empty warehouse or a bare courtyard only becomes special once there is a theme to it: a sleek lounge corner, an atmospheric bar, hanging decorations above the dance floor or a complete styling that fits your company’s image.
That is not our field, but it is our partners’. For the styling and theming we work with specialists such as Deetailz, who can put a party into a theme from A to Z. That way lighting, sound and decor line up perfectly and you do not have to juggle separate suppliers.
- A theme that suits your company or the occasion
- Styling that works with the lighting plan rather than against it
- One point of contact for both the technical side and the styling
Tell us the atmosphere you have in mind, and we will think along with you and bring in the right partner.
Stage, truss and the things you do not think of
Is there a band, a speaker or a DJ who needs to be visible? Then you want a small stage and truss to hang lighting and sound from. Truss also keeps cables and fixtures tidy and safe above the guests, rather than on stands among the crowd.
And then the invisible work: power. A dance floor with sound and lighting draws more power than an ordinary circuit can handle. On your own premises that can often be solved, but it does need to be looked at in advance. We work it out during the survey, so the power does not cut out at the height of the evening.
Do it yourself or have it taken care of?
You can hire individual equipment and set it up yourself, which is called dry hire. It works fine if someone on your team is handy with the technical side and has the time. For most corporate parties, organisers choose a fully managed set-up: we bring it, set it up, test it and collect it again. You keep your mind on the guests rather than on the cables.
How much you outsource depends on the scale and your own time. For drinks for 40 people with a playlist you can manage yourself. For 150 guests with speeches, a DJ and a lighting plan you want someone to keep it running.
Plan in good time
Summer evenings are popular, and good sets go quickly in June, July and August. The sooner you call, the more choice in equipment and dates.
Tell us how many guests you expect, where the party is and what atmosphere you have in mind. We come round, look at the location and the power, and put together a set that fits. Call 010-307 54 76 or email info@massivepro.nl, and the technical side will be ready when the first guest walks in.
Frequently asked questions
Do I need a permit for a corporate party on my own premises?
On your own private premises you usually do not need an events permit, which saves a lot of hassle. Do keep an eye on noise limits towards neighbours, and if in doubt, check your local council’s rules.
How much sound do I need for my number of guests?
Up to around 50 people a compact set with two speakers and a subwoofer is often enough. Above 100, especially outdoors, you need more power and spread because sound falls away quickly outside.
Can I play the music myself or do I need a DJ?
Both are possible. If you play it yourself, you connect your phone or laptop to the mixing desk. If a DJ comes, you hire a DJ set with turntables or CDJs that they are used to.
What does the set-up cost if I have it taken care of?
That depends on the scale, the location and the set-up time. We work it out in a quote after the survey, so you know where you stand in advance.
How far in advance should I book?
For summer evenings: as early as possible. June to August is peak, and good sets and dates get taken quickly then. Booking a few weeks ahead gives you the most choice.
Can you also take care of the party styling?
We do the technical side ourselves; for the styling and theming we work with partners such as Deetailz. That way you get lighting, sound and decor that are matched to each other, with one point of contact for the whole thing.