Whether you are planning a day-long corporate event or an event that takes place over a number of days, you will more than likely be asked to schedule some sort of entertainment into the itinerary. In the case of multi-day events, you will need to consider activities and entertainment options for several different time slots, since naturally there will be downtime between meetings or at the end of the day. While scheduling organized outings, entertainers, social functions or other entertainment options will certainly be necessary, you may want to consider interspersing planned activities and free time during periods of downtime throughout your event.

There are a number of advantages associated with designating certain days or evenings as free time to allow the attendees to plan their own activities. The most obvious and significant advantage is the money that will be saved, followed closely by the fact that allowing for free time means fewer events for you to plan, which makes your job easier. Experiencing significant cost savings and having less planning to do is reason enough to schedule in free time; however, there are also additional benefits of opting for self-styled entertainment options.

Scheduling in free time is sure to please attendees who would rather explore the city, go out for a drink or retreat to their rooms after a long day of meetings. It also allows you to avoid risking folks not showing up due to lack of appeal or simply being too tired after the day’s activities.

Finding fun, interesting entertainment options is often the most enjoyable part of planning corporate events; however, once you have exhausted your list of local entertainers and spent the majority of your entertainment budget on one or two well-known acts, it can sometimes be a challenge to come up with additional entertainment options that will appeal to your attendees. Most people enjoy comedy acts and it is always a plus if you can provide an evening of relaxation and laughter to your participants, making booking a comedian an enticing option.

The thing about booking a comedy act is that it can go really well, or very wrong – and the outcome can directly affect your reputation. If it goes well, people will be talking about your event long after it concludes and attendees will remember that you provided a lighthearted evening of entertainment that was thoroughly enjoyable. If it goes wrong, they will also be talking about it – and you – long after the event is over, but the things they will be saying will not be nearly as flattering.

You can avoid a not-so-comedic disaster by taking the time to thoroughly vet potential comedians before booking them for your event. To do this, you can look for reviews online, inquire about how many corporate events they have done and either attend one of their shows, or request a DVD of their show if they are not local.

As you well know, many clients need their meeting planners to pay particular attention to expenses these days. With tighter budgets and fewer event planning dollars, meeting planners must get creative in order to meet and exceed their clients’ expectations while keeping a close eye on expenditures.

With current and potential clients concerned about budgets, it is also just a good all around idea to find creative ways to keep costs down, which will certainly get people talking about you and how you can plan a stellar event for a fraction of the expected cost.

When it comes to saving money on event entertainment, you don’t have to rely only on low-budget acts or free attractions. For cost-saving ways to entertain your attendees, simply follow these five tips:

1. Look for group discounts on tickets to local museums and attractions.
2. Seek out entertainers who will be performing in the same city during your event. Oftentimes, entertainers are happy to add another gig to their schedule for a discounted price.
3. Plan your meeting in a city that offers numerous entertainment options within close proximity to your meeting location. This way, you can simply schedule free time and allow the attendees to entertain themselves.
4. Contact local entertainers or the music department of a local college or university to find low-cost options.
5. Many museums and similar attractions include monthly free admission days. Check local events calendars to see if these days coincide with your event.