How planning an event measures up to your favorite song

I’m not a musical genius or the best at throwing events. I have played guitar for over 20 years, however, and planned event and hospitality industry networking events for over 20 years.   

Some of your favorite musicians are still learning today. Like musicians, you and I are always practicing and learning our craft. There are several similarities between an event and your favorite song.

Just like your favorite song, we want to create an emotion for our event attendees and make our events memorable. We also want to be unique and different than others all the while respecting them. 

If you are producing an event, you are the conductor who wants to produce a beautiful event.

So, I just want the following to be thought provoking and fun as we compare planning an event to your favorite song. You cool with that? Let’s get started. 

Think of your favorite song. What is that song? It can be happy or sad. What memory do you have tied to that song? 

The following are a few musical terms and definitions that are in your favorite song. I have translated them into how to implement your favorite song into your next party, meeting or event.

Accent

An emphasis or “punch” at the beginning of a musical sound. What is your event’s punch? What emotion do you want to convey? This could be an accent in the beginning, middle or end of your event. What does that look like to your type of event, party or meeting? Think of this accent as the “big reveal” – a special guest, celebrity, musical performance at your event, etc.

Instrumentation

This can also be called orchestration when assigned to an orchestra. It is the way a composer or arranger takes musical sounds and assigns them to specific instruments. So, after reading this, how do you think you can you apply instrumentation to your event? For me, I thought that the composer or arranger is YOU the event planner, taking different elements of your event and assigning them to specific people and areas in your event space.

Melody

An identifiable succession of musical sounds. In music, the melody to me is what creates emotion and also makes my music memorable. With an event, your melody should invoke a certain emotional experience which in turn makes the event memorable.

Notes

Symbols to represent sounds or pitches and duration of those sounds. “Notes” at an event are the elements of the event to create the interesting “melody” that are in your favorite song. This could be food and beverage, unique accents to F&B, linens, chairs, walk-around characters, etc. 

Octave

The interval between two musical notes, the upper one of which has twice the pitch of the lower one. With events, the octave would be a goal to elevate the tone of your events. Sometimes it can take years to do this and you may play higher octaves every year. 

Solo

For one player (musician), or to be played alone. In an orchestral work it has come to mean the important line or part for one player. In events, soloing is important. You want each one of your team members to solo and rock that solo. The only way they can do this is if you are a great conductor of the composition. If all goes well, your solo performance will make you a rock star in front of your client!

Theme

The most important melody at any specific time in a musical work. There can be one main theme in a work, or many themes. Of course, yes, in events a theme is present. We’re always trying to think of a new theme. That’s what makes planning events fun! Make sure you get out and network and meet new suppliers to find new ideas to help you implement your theme. You just might meet a new supplier that has new products that get your wheels turning on a new theme.

Measure

Lastly, a measurement of time in music that contains a specific number of pulses defined by a time signature, and that is contained within bar lines. Now think of your favorite song again. How does your event measure up to your favorite song?  Go out and plan your next event with it in your head and you’ll rock it.

About the author: Jim Grillo is a past president of MPI Chicago Area Chapter and the founder and president of Hereschicago.com, the leader in building hospitality suppliers corporate group business opportunities. Jim currently serves on the board of directors of ILEA Chicago and leads a team of talent wranglers for the BMO Harris Bank Magnificent Mile Lights Festival.