Well, to each its own, but the rule of thumb is simple, it should flow naturally and seamlessly from one item to the next, it should help all parties achieve their best, and create the most desirable impact.
Let me elaborate, by all parties, I mean everyone involved, including the host, the planners, the decorators, the banquet, the entertainers, the technical team and so on. It requires a thorough understanding of how they work best and plan the program to help them achieve just that, to be more efficient and effective, because everyone contributes to the success of the event.
For example, we should allocate sufficient time for banquet to fire-up the dishes and to serve them on every table. Now, proper timing will help ensure that the quality of the food is not compromised.
This would also help with the arrangements for speeches and performances, because the best time that would garner the most attention on stage, is normally between the serving time, and after the guests had some time to feast and indulge.
This is the time when movements and interruptions are minimized, thereby allowing the speakers and performers on stage to shine their best.
With that carved in stone, here are a few important factors to consider:
– Always communicate well with all vendors, and allocate sufficient time for the set-up
of decoration and AV & light system. It may range from a few hours to a full day
before the event.
2) Sound-check & Rehearsal
– To ensure a smooth flow of events, and to minimize any possible technical glitches,
sound-check and rehearsal are an integral part of the program too.
3) Transition of AV Materials
– There are bound to be music, slides and videos that will be played throughout the
event. Some more than the other. Making sure that they are handled smoothly and
transit to another seamlessly, will facilitate a pleasant experience.
4) Attention Span
– The average attention span of an adult is 5 minutes or less. Audiences will find it
difficult to focus when inundated with events and information on stage. Taking a
short break in between events will allow them to take a breather, before we draw
their attention on stage again.
– Identify a realistic amount of buffer time for each segment, so that a delay in one
doesn’t affect the rest too much.
In short, good program flow should be smooth and engaging, while ensuring that the audiences’
attention is intact.