Throwing a party that people won’t soon forget can be a real challenge, especially when you’re juggling multiple vendors. At Trez Entertainment, we’ve been helping people in Essex, London, and Kent put on epic events. What we’ve learned is that a successful party basically comes down to two things: being super prepared and choosing the right entertainment.
Whether you’re planning a low-key get-together or a huge bash, this checklist has got you covered. It walks you through everything you need to think about when hiring party entertainment services in Essex.
Essential Pre-Planning Considerations
First things first, figure out your guest count – this pretty much sets the tone for every other decision you make. The difference between a party for 50 and one for 200 is huge.
Indoor spots usually need more lights and sound gear, while outdoor events need backup plans for the weather and power. The venue size really affects what DJ equipment you choose, and how big the dance floor should be.
When planning an event, stick to the 40-30-20-10 rule. Allocate 40% for the venue and food, 30% for entertainment and rentals, 20% for decorations, and 10% for odds and ends.
Music and Entertainment Hire Essentials
The music at your party really sets the tone. We’ve seen firsthand at Trez Entertainment how the right DJ can turn a regular get-together into an unforgettable bash. When you’re hiring a DJ, make sure they’ve done events like yours before.
Consider these key factors when hiring entertainment:
- Sound system quality – Make sure the gear sounds great in your space, no matter how loud it gets
- Music variety – Check if the DJ has a diverse library that covers different styles and decades
- Equipment backup – Pros should always have a backup plan if the main gear fails
- Interaction style – DJs handle events differently – some like to get involved with announcements
Mobile disco hire gives venues without sound systems more options. We bring pro-grade speakers, mixing gear, and lighting that turns any space into a great party spot.
Adding a jukebox hire brings a retro vibe that gets guests involved. These work especially well during cocktail hours or as a secondary entertainment area.
Visual Impact and Atmosphere Elements
Bad lighting can make even the best venue feel pretty bland, while good lighting can create a really lively atmosphere. LED dance floors are getting more and more popular these days.
When considering lighting hire, think about:
- Uplighting to boost wall colours and add some depth
- Dance floor lighting to get people moving and create some focal points
- Spotlights on key areas, like bars or gift tables
- Outdoor lighting for garden parties or marquee events at night
Parties just aren’t the same without photo ops, as nowadays. Hiring a photo booth is an easy way to keep everyone entertained and create some amazing memories. You can choose from all sorts of styles – from classic booths to modern magic mirrors.
Magic mirror hire has totally changed the game for party photography. The big mirrors give you animated prompts, spit out instant prints, and let you share your snaps on social media.
Technical and Practical Requirements
Audiovisual equipment hire is a must for events. If you’re planning a wedding with speeches, a corporate event with presentations, or a birthday celebration with a video tribute, you’ll need reliable mic systems. You might also need projectors to get your message across.
Essential AV considerations include:
- Wireless microphones for speeches and announcements
- Big screens for slideshows or video messages
- Reliable power for all your electrical needs
- Organised cable setup to keep walkways clear
Mobile bar hire comes with expert mixologists, top-notch gear, and usually includes all the essentials like glasses and basic cocktail ingredients. This is perfect for places that don’t have great bar facilities.
Décor and Ambiance Hire Services
Glowing letters are a party must-have. These light-up letters can spell out names, ages, or special words, creating a natural focal point that draws people in for photos.
Consider these décor hire options:
- Coloured lights that match your party’s theme
- Hiring extra furniture for more seating or chill-out areas
- Adding some beautiful flowers for a touch of class
- Seasonal decorations to get into the holiday spirit
While standard parquet floors suit most events, LED dance floors really bring the party and get people dancing. A rough rule of thumb is to allow about 3-4 square feet per guest for a comfortable dancing space.
Timeline and Logistics Planning
Essex party entertainment companies tend to fill up quickly, especially during peak seasons. If you want to land your top picks, it’s a good idea to book your entertainment and major rentals 8-12 weeks before.
Create a detailed delivery and setup schedule:
- Delivery windows for equipment – sync up with venue access times
- Setup needs – think about decor and furniture layout
- Sound checks – leave time for testing the audio
- Guest arrival planning – get entertainment ready before guests show up
Set up clear ways to communicate on the big day, like having backup phone numbers and confirming arrival times.
Day-of-Event Coordination
Pick a go-to person to oversee the entertainment for your event. They should be familiar with your schedule and be able to think on their feet in case things don’t go as planned. This person should have all the contact information for the hired services.
Having a backup plan protects you from usual issues like bad weather, equipment failures, or delays in your event. Experienced event managers always have a plan B, so it’s a good idea for you to have one too.
Essential day-of considerations:
- Plans for bad weather
- Backup power for electronics
- Having a plan B for entertainment
- Managing crowds at photo booths and interactive activities
Budget Management and Value Optimisation
At Trez Entertainment, we offer bundles that include DJ services, lighting, and photo opportunities at a lower rate than booking each service separately. Go for quality over numbers in your hiring decisions.
Hidden costs to consider:
- Delivery and collection fees
- Setup and breakdown charges
- Overtime rates for extended events
- Damage deposits for hired equipment
Final Pre-Event Checklist
Make sure to review the delivery time, setup needs, and any last-minute changes to your guest count that could impact what you need to hire.
Clear a safe path for the gear to come in and set up. Make sure there’s enough parking for the delivery truck. Also, fill in the venue staff on what to expect so they’re prepared for the delivery and setup.
Review your entertainment schedule with all vendors. Double-check that your DJ playlist is just right, photo booth props fit your guests, and special lighting cues are all set.
Key Takeaway
Throwing a memorable party requires finding the right balance between fun, practicality, and budget. The trick is to pick great vendors who get your vision and can deliver top-notch services.
As one of the best event management companies in Essex, London, and Kent, we’ve helped loads of hosts throw epic events. Successful party planning is all about knowing what your guests want and then building an atmosphere and entertainment that’ll blow their minds.
Follow this handy checklist and team up with seasoned event pros, and you’ll host an event that will be on everyone’s lips long after the party’s over.
