When it comes to planning events, most organisers focus on what entertainment to book – the band, the DJ, the comedian, the fire twirlers. But just as important is how long they should perform. Too short, and the crowd barely warms up. Too long, and the energy fizzles as guests start checking their watches. Getting the timing right is one of the easiest ways to turn a good event into a great one.

So, how long should entertainment last across different types of events? And how you can avoid the dreaded “too short, too long” trap.

Weddings: Keeping the Dance Floor Alive

At weddings, the schedule is already tight with ceremonies, speeches, and formal dances. Most couples find that 2–3 hours of solid dancing is just right. That might sound short, but once you factor in dinner and speeches, it’s plenty.

• Bands usually play for about two hours total, split into either two 60-minute sets or three 40-minute sets. This format gives guests time to rest between bursts without losing momentum.
• DJs can cover the whole reception, but will often peak for the same 2-hour dancing window. Beyond that, many guests start drifting off, especially at weekday weddings or venues with an 11 pm curfew.
• Extra touches like a roving magician or acoustic set work beautifully in the cocktail hour. Just an hour or so of these acts is usually enough before the novelty wears off.

The trick is to build the night so that it ends on a high – don’t stretch entertainment past the point where only a handful of die-hards remain on the dance floor.

Corporate Events: Segmenting for Attention

Work events demand sharper pacing than weddings. Colleagues are mingling, but they’re also mindful of the clock. The best corporate events break entertainment into digestible pieces that reset attention and keep people engaged.

Evening Galas and Awards Nights

• Cocktail hour: 45–60 minutes with roaming performers or background musicians is plenty. Any longer and guests get restless.
• Feature act after mains: A comedian, illusionist or variety act works best at 15–30 minutes. Long enough to wow, short enough to avoid attention wandering.
• Dancing to finish: A band or DJ is great for the final 1–2 hours, but don’t expect everyone to stay until the last note.

Conferences and Daytime Events

Here, entertainment should be an energiser, not the main course. Short bursts of 10–15 minutes – a live poll, a comedian, a performance – are enough to wake people up between presentations. The golden rule? Never let a session run more than 45 minutes without a break or a change of pace.

Private Parties: From Birthdays to Anniversaries

For casual birthdays or backyard gatherings, two hours is perfect amount of time. Long enough for cake and chatter, but short enough that people leave while the vibe is still upbeat.

For milestone events like a 50th or an engagement party, 3–4 hours works well. That might include dinner, speeches, and then two hours of music or dancing. A band can play a couple of upbeat sets, or a DJ can adjust the tempo as the night goes on.

If you’re booking a novelty act – say a comedian, fire dancer, or singer – keep their set short and punchy. Ten to twenty minutes of high-impact performance is more memorable than a drawn-out show that interrupts the flow.

Public Festivals and Concerts

Concertgoers are surprisingly clear about what they like: surveys show 2–3 hours is perfect for a concert. Very few want more than that, and almost no one wants less than 30 minutes.

At festivals, where multiple acts rotate, set times are even shorter:

• Smaller acts: 20–40 minutes
• Mid-tier acts: 45–60 minutes
• Headliners: 75–90 minutes

For community festivals with roaming performers and family audiences, 15–30 minutes per scheduled show is plenty. Shorter sets give people the freedom to wander, grab food, or dip into another attraction without feeling trapped.

School Formals

Teenagers want one thing at their formal: to dance. Most school formals run for around five hours, with dinner taking up the first two. That leaves 2–3 hours for the DJ to keep the floor pumping.

Any speeches or novelty entertainment should be kept short – ideally 5–10 minutes – so students can get back to the music. Wrapping the night up by 10:30 or 11 pm ensures everyone finishes on a high note without the event dragging on.

Product Launches

Product launch events are all about impact. Guests (often media or VIPs) have limited time, so brevity is best.

• The main presentation should sit around 30–60 minutes.
• An opening or closing entertainment burst – a drumming group, a short live set, a dramatic reveal – should last no more than 5–10 minutes.
• If you bring in a live band as part of the celebration, cap their showcase to 20 minutes rather than a full concert.

The aim is to excite, not exhaust. Guests should leave buzzing about the product, not wondering when they’ll get home.

Charity Galas and Fundraisers

Fundraisers need structure. Guests are generous, but they also have limits on patience.

A strong flow for your run sheet looks like this:

• 30–60 minutes for cocktails and mingling
• 60–90 minutes for dinner, woven with short speeches and a 30-minute auction
• 20–30 minutes for a feature act – a singer, comedian, or showcase performance
• Optional: 1 hour of music or dancing to close the night

The golden rule is to break the evening into chunks of 30 minutes or less. It keeps the room engaged and prevents donors from leaving early.

Reading the Room: Signs It’s Time to Wrap Up

No matter the event, the audience will tell you when enough is enough. Are people glued to the dance floor, or are they drifting towards the exit? Are conversations buzzing, or are people glancing at their watches?

It’s always better to end slightly earlier than to drag on too long. A finale that leaves guests clapping, laughing, or singing together is far more memorable than a half-empty room.

Get Your Entertainment Duration Right

The ideal entertainment duration isn’t a fixed number; it’s about pacing, variety, and knowing when to call it a night. Whether it’s a wedding, gala, or product launch, the sweet spot is almost always shorter and sharper than you think.

At Onstage Entertainment, we help organisers strike that balance – tailoring entertainment to suit the crowd, the venue, and the schedule. If you’d like advice on designing the perfect run of show for your next event, get in touch with our team. We’ll make sure your entertainment lands at just the right length, leaving your guests wanting more.