Corporate Event Planning Logistics

Corporate Event Planning Logistics

An event is an event, right? What could go wrong? Take a professional’s advice and don’t even pose that question to yourself. There are real planning differences between a corporate event and a private event. Even if you are experienced in one, don’t blindly assume the same rules apply to the other. We’re here to share the logistics we find most important from our vast experience as a corporate event vendor.

Think about these things the very moment you decide to have an event. Putting them on the back burner could cost everything.

Corporate Event Planning Logistics: Liability And Disclosure

There are legalities and privacy concerns at play with corporate events that aren’t as obvious with weddings or family reunions. Although, it’s not a bad idea to ask for proper insurance at your wedding, either!

Event Liability Insurance

Event liability insurance provides coverage for damages you could be liable for. This includes accidents during your event that cause injury or property damage. Hundreds of people attend large corporate events and it’s impossible to prevent damages on that scale.

Many venues may require proof of insurance coverage from you before contracting to host your business event. Be prepared and talk to an agent before you venue shop.

Your vendors should also be properly insured. Specialty vendor insurance protects concessionaires, exhibitors, and vendors as well as the company holding the corporate event. Claims arise from limitless situations including operations, premises, products, completed operations, advertising or personal injuries.

Request a Certificate of Liability Coverage from the vendors working your event.

Request Additional Insured Coverage

You can take your caution a step further and ask for Additional Insured status on your vendor’s insurance policies. This covers any liability running to you if, for instance, a speaker falls over injuring someone.

The best practice is asking the vendor to add your business to their policy as an “Additional Insured” because this places you under the umbrella of their insurance. Your status should show on the Certificate of Insurance. Request this coverage for the day of the event and additional set up and tear down days also, if necessary.

Non-disclosure Agreements

NDAs are a different type of insurance. They protect your information from unwanted leaks whether intentional or unintentional.

You’ll work with many different individuals and companies to successfully plan an event. You may share information with them that is sensitive, proprietary or confidential. This is an important reason to establish a Non-disclosure Agreement with vendors. This ensures that no sensitive company data is breached before or during your event.

Corporate Event Planning Logistics: Team Planning

Entire teams often work together to plan corporate events and you need to manage this process correctly. Working with so many people can cause lags in communication when deadlines are at stake. It’s also easy to lose track of what each member of the team is doing.

It’s important to remain professional and courteous with your vendors and the venue. Give them as much advanced notice as possible when decisions are made. The same goes for changes in the plan.

Remember that vendors themselves are often involving 3rd party professionals or rentals and they need to secure those services in advance. In spite of the best intentions, corporate planning teams often suffer from an internal breakdown in communication that delays crucial details causing last-minute scrambles.

You must manage the input from your team and the needs of your vendors to keep your timeline intact.

Corporate Event Planning Logistics: Pulling It All Together

Your event is a big deal. You spent a lot of time planning so be sure you deilver your important message. That’s why proper planning is important. It’s the silent backbone of every successful event. When done expertly, it goes completely unnoticed. It’s glaringly apparent when it doesn’t go smoothly, however.

For help executing the videography, audio visual rental and support and photography for your next corporate event, contact Diamond Sonic. We’ll take it from there.




Corporate Audio/Visual Services: How To Make Your Next Event A Multi Media Experience

Corporate Audio/Visual Services: How To Make Your Next Event A Multi Media Experience

Corporate audio/visual services incorporate on-site services with post-production work. This means the right event production company can plan, deploy and screen this content during live events as well as create valuable deliverables for your use after the event.

While you can create and run media in-house, that leaves a lot up to chance. Because audio/visual professionals have advanced skill with the equipment and timing at events, your employees and colleagues are at a disadvantage. They could encounter crippling problems they can’t overcome. When running an event, this is critical, as there are no opportunities to fix it once you are live.

Even if you do manage to conduct an error-free event, you are still tasked with editing and post-production work, which includes knowledge of compression, EQ, video formats, timecode, syncing audio to picture, de-noisers, limiters, phase, color grading and so much more.

A professional multi-media or AV company can troubleshoot in advance, or even live if necessary; as well as create a powerful visual to share internally or externally with new recruits or prospects. Don’t squander the opportunity to wow attendees during and after your show!

Corporate Audio/Visual: The Role of An AV Company at Corporate Events

An AV company primarily sets up and runs the multimedia components of an event. This includes professional grade audio, video, switching, lighting, projections, slideshows and more. A team of AV professionals ensure all of the electronics are hooked up correctly and sets your media into motion at the right time.

It shouldn’t just be a show up, plug in, press play relationship, however. The best event AV companies will meet with you prior to your event, schedule phone calls with you in advance and plan over e-mail or text message to ensure you are always on the same page and have a solid plan in place. They will listen to you and ask questions in order to find out what kind of experience you want to convey to your audience. After all, a corporate event is an opportunity to showcase the values and style your business embodies.

A professional AV company is on hand during the event to watch over and troubleshoot issues that could arise with the media equipment. This is no small thing during an event where all eyes are on your brand! At a corporate event, AV technicians are like insurance against embarrassing technological failures that grind presentations to a halt. This is an area where it is well worth it to invest, as it will pay back dividends!

While it isn’t the AV company’s primary role to take the stress off you, that is a demonstrative side benefit of hiring professionals. You have enough to worry about so rest easy after putting the media in the hands of a tech who knows the equipment inside out.

Corporate Audio/Visual: The Power of Corporate Videography

There is more to event media than setting up and setting things in motion. Corporate videography helps develop brand awareness and is a useful tool in your future marketing.

A professionally shot corporate video of your event extends the return on your investment by chronicling the information, presentations, and energy of your event. Guests can refer back to key points you shared with them as well as remember (and even promote) your company by watching and sharing your videos.

Furthermore, your corporate event video is a useful part of your content strategy. Share clips of it on your social media to create a buzz and boost your SEO.

While it’s tempting to cut costs by trying to film the event yourself, the finished product will be of a substantially higher caliber if it is professionally shot and edited. This communicates your brand’s commitment to quality to anyone who views your event video.

Finally, today’s branding is all about telling a story. A corporate event video is the story of the event, your company’s aesthetic and how you treat guests. It highlights the cutting-edge information you possess that sets you apart from competitors.

Corporate Audio/Visual: How An AV Company Contributes To A Profitable Event

The secrets of a profitable event are planning, perfection and passion. These are also the three crucial tenants we approach all jobs with.

At Diamond Sonic, we carefully plan with you in advance and cover every detail we can. This eliminates some of the unknown factors that are potentially live event killers. This includes QA testing all equipment, eliminating ground loops or power issues many older buildings possess, ringing out microphones, eliminating HDMI consumer protections – which can completely black out an otherwise healthy video signal – and so much more!

We deliver the event with a passion you can feel from setup to run of show to teardown. We play a strong supporting role during the event to guide all of your important media to fruition.

While we know that nobody is perfect, perfection is our goal and benchmark. We believe that dedication is an asset for companies hiring an outside AV company. Details are our life. Our goal is to positively wow your guests with the power of effective, immersive audio and video media. Our dedicated staff adheres to high standards and shoots for perfection. Together, we can make a lasting impression on attendees.

If you need an audio/video production company in the San Francisco area, we hope you’ll call Diamond Sonic today. We are honored and excited to become an asset during your next amazing event!



7 Reasons You Need A Professional Wedding DJ

7 Reasons You Need A Professional Wedding DJ

In the past, dance bands were the top choice for wedding entertainment. Today, DJs are the standard because they offer great variety for all guests. Technology has complicated things, however, with everyone assuming they can DJ events right from their smartphone.

The truth is, you need a professional wedding DJ to ensure a seamless event with memories to last a lifetime. Instead of picking your friend or family member with a premium Spotify account, choose a professional wedding DJ with the right experience, equipment, music knowledge, and personality to do the job right.

You can trust me on this, since I once attended a wedding with a Bridesmaid/DJ and things didn’t go as planned! Do not let a sub par “DJ” compromise your special day.

1. Leave The Planning To A Professional Wedding DJ

Planning a wedding is an extreme amount of work. It’s stressful to take care of all of the details and without a background in production, you might not know what you need. An expert wedding DJ is going to walk you through the process and also ensure you are not missing any significant details like song selections, duration and timing of songs, what songs to avoid, who’s giving speeches, MC announcements, etc. A seasoned wedding DJ is going to act like a second wedding planner when it comes to the entertainment portion of your reception.

2. A Professional Wedding DJ Knows Smart Music Selection

There are millions of songs in this world and selecting the right songs for your wedding is an enormous task! On average, 20-25 songs play per hour at a wedding and you need a professional to help the proper flow. That means dance numbers, slow songs, sentimental choices and that special father-daughter dance. A professional DJ will take requests and make them work without trampling the energy.

3. They Have The Necessary Gear

There’s nothing worse than going to a party where wireless microphones fail, the speakers crackle and no one can hear a thing. An expert wedding DJ is going to arrive at the venue early and test the equipment before guests arrive. They’ll also optimize the equipment set up for the best possible sound.

4. They’ve Got The Skills

A professional contemporary DJ is reserved on the microphone, making announcements only when needed, playing a seamless mix of current and classic hits, and tends to blend into the background of the party. They’re used to mixing songs CDJs and turntables, creating a soundtrack guests can focus on.

Music sets the tone for your party, not the DJ spinning the songs.

5. Multiple Locations? No Problem!

Most weddings take place in different venues or different locations at the same venue. Music, lapel, and handheld microphones have to be available as guests move from one place to the next. Changing location may change the room sound, and a professional wedding DJ can take this in stride.

6. Memorable Moments

Your guests will remember whether your wedding was the highlight of their year or cringe worthy. You’re going to remember also! If you’d rather send thank-you cards than apology notes, let a professional handle your sound. Back to my personal example- the poor Bridesmaid/DJ at the wedding I attended didn’t bring any microphone with her. She assumed the venue had that kind of equipment.

Unfortunately she was wrong. Consequently, announcements that day were nil and no one heard the speeches from the wedding party. It is a fail none of us will forget!

7. Less Anxiety, More Fun

The most important reason to hire a professional DJ for your wedding is to leave the worry at the door. While planning your wedding is stressful, the day you walk down the aisle should be full of love and hope. Don’t sweat the small stuff. Instead trust your sound to someone like our skilled DJs at Diamond Sonic.

We have the perfect package for you, your guests and your budget. Contact us today to reserve your wedding date!

Office Party

3 Tips to throw the best office party

3 Tips to throw the best office party

Every once in a while, employees get together to celebrate. Whether it’s the annual Christmas party, or an important deal or promotion, we all know we’ll have to attend the office party eventually.

But what if you’re the one in charge? You would want everyone to have a good time and make the (usually boring) stereotype of the office party disappear. Scroll down to see how you can make your office party rock.


How to host the perfect themed Halloween party

With Halloween fast approaching, costume ideas are on everyone’s mind. You do not have to wait for Halloween to wear the perfect costume. Throwing a themed party is a great way to dress up all year round.

Themed parties may seem like a flashback to college days, but this type of party has grown in popularity over the past two decades, for all age groups. They are a great way to create a memorable and fun event while keeping the party planning stress free.


5 Tips for Your Perfect Wedding Video

The desire for the perfect wedding video is completely understandable! We’ve all seen those wedding videos that didn’t turn out quite like the bride and groom hoped.  You can avoid that entirely and capture the sweetest moments of your big day, when you hire an exceptional film maker. There are just a few key elements to look for that can help ensure the process is a success from start to finish.


Renting a Sound System in San Francisco

Exclusive sound system rental in San Francisco

No event is complete without great music and a high quality sound system.  This necessity is applicable to top notch events, worldwide. No matter whether it’s San Francisco, London or Shanghai – music is an indispensable part of events and celebrations! 

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3 Tips for Hiring a Catering Company

Whether you’re throwing a birthday bash, organizing your wedding or a corporate event, hiring the right catering service is key to impress your guests.

In such a competitive business, there are a few things you should keep in mind before making a decision that could ruin the overall experience for anyone that attends your celebrations. Keep reading to see how you can make your parties memorable. 


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