The Corporate Gig Checklist: What to Ask, Pack and Do After

The advance email (build yours)

One email to the planner, about a week out, answers almost everything that goes wrong at corporate events. Tick what you need to know. It writes itself.

Pack for the problems nobody planned for

Corporate rooms are built for meetings, not bands. The outlet is behind the buffet, the boss needs a mic, and the lighting was set for a slideshow. Bring the fixes.

• A wireless mic. Someone almost always wants to say a few words. When the planner forgot to arrange a mic, you handing one over is the moment they remember you for.
• Extra cables of different lengths. A long extension cord, a short one, a power strip and a three-prong adapter. Outlets are never where the floor plan says they are.
• Gaffer tape. Tape every cable flat or run it behind something. A clean setup reads as a professional one, and nobody trips on your cord during the toast.
• Your own light. A small floor light aimed at you keeps you from playing in the dark when the room dims for dinner. Keep it warm and soft, not a stage wash.
• Your stage sign. A clean sign with your name tells every guest who to call for their next party.

Talk about the boring stuff up front

Parking, bags and load-in sound small. Bringing them up before the planner has to shows you care about how the event looks, not just your set.

• Parking. Ask where they want you. Offer to move your car later if they need the space. Planners notice that.
• Bags and cases. Ask for a safe spot out of view. Empty cases next to the hors d'oeuvres look sloppy, and your gear is worth protecting.
• Setup and signage. Offer to help arrange the area. You've seen more event rooms than most planners have.

Read the room: quiet first, then turn it up

Early in a corporate night, people are networking, eating and talking business. Your job is to make the room feel good without making anyone shout. Keep it background: softer songs, lower volume, nothing that demands attention.

Then watch. After dinner and speeches, people loosen up. Heads start nodding, someone sings along, a table gets loud. That's your cue. Pick the tempo up, play the songs everyone knows, and finish strong.

For how many songs to plan across a long night, see how many songs for a 3-hour gig.

Get the paperwork out of the way

Corporate clients often pay by invoice after the event, and many need a W-9 on file first. Don't make them wait on you.

• Keep a signed W-9 saved as a PDF on your phone, ready to send the day they ask.
• Send the invoice the same day or the next morning, with the payment terms on it. For nudges if it's late, see how to get paid for gigs.
• Questions about filling out the form or what you owe in taxes: talk to a pro in your state.

The day after: the post and the review

The gig isn't over when you pack up. The next 48 hours are when you turn one corporate event into the next one.

What a night at [event] with [company or "an amazing team"]! Thank you [@planner] for having me, and [@venue] for a beautiful room. Shoutout to [@vendors / @sponsors] for making it all come together.

Planning an event? Let's talk: [your website]

Only tag people and companies who said it's OK. Some corporate events are private.

Hi [first name],

Thank you again for having me at [event]. It was a great crowd, and I loved how the night came together.

If you have a minute, a short review would mean a lot: [review link]

And if you're planning anything else this year, I'd love to be part of it.

[your name]