Polynesian corporate function: What customers want, and what they should expect.

A lot of planning goes into designing the perfect Polynesian corporate function. Let's look at what our customers have told us about what they want in more detail.

Reliability:

• Most event companies will provide a run-sheet detailing the event's schedule. This explains how things will unfold for a function/event.

A run-sheet is essential for a Polynesian corporate function and usually has the contact details of: all the people (including performers, suppliers,stage hands, first aid officers, security guards) involved in the event; venue (designated site-entry points, exit points, green room location, stage entry / exit); sound; lighting; entertainment; theme; design; event manager name - phone - eMail; insurance; emergency & hazard control procedures.

It's easy to see why an event manager/coordinator can become very anxious and concerned about your reliability if you cannot be contacted.

Event managers usually distribute their run-sheets, well, in advance of an event's date. Usually the run-sheet includes a layout (plan) of the venue, the time that you are expected to arrive, the time of your rehearsal and/or sound check and what time your performance will begin. The number 1 rule here is, “be on time”.

If you don’t get to the venue on time, don’t count on getting anymore business from that company. You will be regarded as being tardy; it isn't a good quality when providing a service that caters to a Polynesian corporate function.

And yes, sometimes everyday life can throw a curve-ball your way. But unless you have a very, very, very legitimate reason for not making an event on time you will be regarded as unreliable - no matter how understanding the event company appears to be.

At Soifua Village Polynesia our Artistic Director schedules us be on site (at the event-venue) AT LEAST ONE HOUR before our required ARRIVAL TIME. This allows us to take care of life’s “curve-balls”.

• Advice: On the day of the corporate event/function do not leave, or allow your group to leave, the venue. We experienced this once, and we have never allowed it to happen again (once bitten, lesson learnt).

On that occasion in 2006 we provided the evening entertainment for about 600+ people in a corporate, black tie, event. Our Polynesian corporate function package for the evening included ukulele cocktail music to greet the guests as they entered the Telstra Clear Pacific Event Centre in Manukau City, New Zealand.

We had been preparing for the event for nine months. We made more than 500 hula costume pieces and full costume sets for performances from the cultures of the Cook Islands, Samoa, Maori, Hawaii, Tonga, Fiji and Niue.

We trained more than 100 Pacific Island performers. Our performing cast was 110 people. Our stagehands & support crew added 12 people to our numbers.

We had briefed, and re-briefed, everyone about our procedures. But one group of our performers, still, decided to go off-site (leave the venue). This happened at the same time the event manager was ready to go through the rehearsal. Technical difficulties had delayed rehearsal. We were no longer running according to the times in the run-sheet.

It was extremely embarrassing for us. Luckily, we had established a good relationship with the event company and its event manager. Everything eventually, went to plan. We still provide them with Polynesian entertainment.

Professionalism:

• If an event company contacts you via phone, fax, snail mail or email, you should respond. As soon as possible. Making yourself readily available shows that you are trustworthy and reliable.

• An event company will have serious doubts about your professionalism if you do not know what P.A. (sound) or L.X (lighting) you require. How many microphones? DI’s (plug in connections for stringed instruments, minidisc players etc)? Spotlights? Coloured lighting to suit costuming and performer make-up / cosmetics?

If you do not know the answers to these questions, the event manager will know that you rarely provide entertainment for Polynesian corporate functions.

Flexibility:

• Event companies love it when you go that extra mile for them, especially on the day. The event managers/coordinators run around all day ensuring that everything is in place (when it is meant to be) for the event/function.

At Soifua Village Polynesia our Project Manager believes it is her job to make it as easy as possible for the customer's event manager to organise us and our role in an event. If you achieve this, for an event company running an event/conference, then the event manager should be more inclined to use your services again.

• More often than not a Polynesian corporate function doesn’t run to schedule. Speakers go over time; guests get held up with delayed flights; whatever the reason - always - expect the unexpected.

Be flexible; it is not the fault of the customer's event manager. Your flexibility can make the whole event run more smoothly.

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