How to Make Your Awards Night, Gala Dinner or Black-Tie Event Feel Like a Big Deal

Champagne. A red carpet. An evening that sparkles. If you’re organising an event, chances are you want it to feel like more than just another function. You want glamour, atmosphere - a sense that something special is happening.

Whether it’s a corporate celebration, charity fundraiser, or community gala, making it memorable comes down to a handful of smart choices. From the venue to the dinner menu, from timings to entertainment, every detail comes together to shape a lasting impression.

Here’s how to make sure your event hits every note perfectly.

Your Venue, Your Vision

First things first: the setting. In the UK, we’re spoiled for choice with venues that range from luxurious coastal hotels to rustic barns and grand historic halls.

Ask yourself: do you want a sleek, modern vibe, or something full of character and warmth? Also, think logistics - how easy is parking, how close is accommodation, and is the space suitable for staging, AV and (of course) live music?

Capacity and Accessibility Considerations

Guest numbers and accessibility matter. Can the venue comfortably fit everyone in? Are ramps or lifts available for guests with mobility needs? Is there flexibility for indoor vs outdoor setups? These details will make a big difference to your guests’ comfort.

💡 Pro tip: Always do a walk-through at the same time of day your event will take place. Natural light, acoustics, and traffic flow can all change the feel of the space.

Details That Dazzle

Music does a lot of the heavy lifting, but it isn’t the only thing guests will notice. Clever lighting, unique staging, or even a dramatic entrance can turn a room from “nice” into “spectacular.” Think uplighters to frame the podium, a spotlight for winners collecting their award, or even a branded photo backdrop so every picture feels like it belongs on a red carpet. It’s these little touches that make the evening feel polished, elevated, and cohesive.

Signage and Guest Engagement

Small additions like custom signage, table décor, or even an event hashtag can tie everything together. Interactive elements like games or event apps add another layer of engagement that guests will remember.

Feast, Fizz, and Flow

Your dinner is more than just a meal - it’s an experience. Whether it’s a fine-dining three-course menu or relaxed sharing platters, keep it high quality and well-paced. If you’re aiming for a lively atmosphere later, a light dessert (like fruit or meringue) will keep people fuelled for dancing.

And yes, guests will always remember if the drinks run dry, so work closely with your venue or caterers to ensure hospitality feels seamless.

Dietary Requirements and Menu Planning

Don’t overlook dietary needs - vegetarian, vegan, allergies, and intolerances. And coordinate service alongside speeches or award presentations so the evening flows naturally.

💡 Pro tip: Make sure there’s plenty of water on every table - hydrated guests are happier guests!

Timing Is Everything

Nothing kills an event like long pauses or awkward gaps. Build buffer time into the schedule, but keep things moving. Work with your MC or host to ensure the evening feels slick and engaging.

Run-throughs and Rehearsals

A brief rehearsal before the event can prevent timing hiccups, especially for awards and live performances. Knowing when music cues, speeches, and presentations happen will help everything run smoothly.

💡 Pro tip: Use subtle cues (like dimming the lights or a short musical sting) to signal transitions between speeches, awards, and entertainment.

Little Touches, Big Impact

Beyond dinner and dancing, people love a moment that breaks up the format. Charity raffles, icebreaker activities, or a photo booth all add another layer of fun. For corporate awards, some companies even weave in short video highlights or sponsored shout-outs. Done right, these touches don’t slow the night down - they give it variety and keep the momentum flowing between the main parts of the evening.

💡 Pro tip: Consider a small “thank-you” token or branded item at each place setting, adding a memorable touch guests will appreciate.

And this is where the live entertainment comes in...

From Dinner to Dance Floor

Here’s how to use function music to make your night feel like a major event - from smooth background sets during dinner to high-energy after-parties that’ll have people throwing shapes in black-tie and ballgowns.

Think of music as your event’s emotional lighting. From the second guests arrive, it sets the tone. A duo offering stripped-back acoustic sets or a trio providing smooth background music can help keep things warm, sophisticated, and inviting, without stealing the spotlight.

Score the Big Moments

For the awards portion or speeches, don’t underestimate the power of a well-timed soundtrack. Walk-on songs, announcement stings, or even improvised saxophone between categories keep the atmosphere buoyant and professional. It’s music for award ceremonies that turns polite applause into a true “Oscar-worthy moment”.

Time to Let Loose

Once the formalities are over, the festivities can begin. A band flips the mood instantly, and this is where the magic happens. Whether you hire a 6-piece ensemble with brass or a 4-piece with soaring female vocals, you want music that fills the floor and leaves everyone elated as they head home.

💡 Pro tip: Look for a band that includes a complimentary DJ set between live sets, so the dance floor never goes quiet.

Perfect Musical Match

Not every event calls for an eight-piece spectacle - sometimes a trio or an acoustic setup is all you need. The best musicians adapt to your space, budget, and the atmosphere you want to create. From background music for functions to full-scale party bands, the key is to find professionals who deliver consistency and quality each and every time.

The Soundtrack to Your Celebration

Planning an event in the West Country?

Whether you’re looking for music for dinner parties, atmospheric acoustic tunes for functions, or an unforgettable band that’ll get your guests dancing long after the final award, we’ve got you covered.

From luxurious hotels in South Devon to striking venues in Bristol’s city centre, FPM Music Management has delivered exceptional live music to clients across the South West.

Let’s make your next occasion feel like a really big deal - contact us today.

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FAQs: Your Awards Night, Black-Tie & Gala Dinner Guide

Should I choose live music or a DJ for an awards night or black-tie dinner?

Both can work, but nothing beats the dynamic energy of a function band. Many live acts also include complimentary DJ sets while they take a break.

When should the entertainment start?

We recommend starting with background music during guest arrival and dinner, then ramping things up after the formalities. Based on our experience, having the live sets from 9:00-10:00 pm and again from 10:30-11:30 pm works brilliantly, keeping the evening’s flow natural and giving guests something fresh to enjoy at every stage.

What type of music works during dinner?

For seated meals, subtle background music works perfectly. Acoustic covers, light jazz, or stripped-back pop keep the ambience lively without competing with conversation.

How far in advance should I book the band?

Here’s a question we get a lot, and the short answer - as early as possible. The most in-demand bands often get snapped up twelve to eighteen months ahead of time, especially during peak season. Even if you’re still finalising the venue, pencilling in the entertainment early means one less thing to worry about.

How do I make sure the event runs smoothly?

Careful planning is key. Build in buffer time between courses, speeches, and awards to prevent things from overrunning, and coordinate closely with your suppliers so everyone’s on the same page. The smoother the flow, the more polished the evening will feel.

Do I need to provide food and drink for the musicians?

It’s always a good idea. A well-fed band performs at their best, especially during long evenings with multiple sets. Most venues in the UK are used to accommodating performers.

How do I choose the right-sized band for my event?

It depends on your budget, venue size, and the atmosphere you want to create. A trio or quartet works beautifully for elegant background music, while a six- to eight-piece band with brass is perfect for a big after-party.

Can a band customise their set for an awards ceremony?

Yes. Many function bands will tailor their setlist to suit the occasion or brief, from walk-on stings for winners to specific song requests for the dance floor. At FPM Music Management, we’ll work with you to perfect every detail - turning every musical moment into a highlight of your event.