Planning a corporate event can be hard work! There are a lot of things to consider which is why creating a corporate events planning checklist is super important. If you can create yourself a good checklist you’ll ensure that your event goes off without a hitch. Here are a few things we would include on ours.
What to Include in Your Corporate Events Planning Checklist
1. Establish the event’s purpose and goals
The first question you have to ask yourself is what is this event all about!
2. Determine the budget
Next, before you do anything else, you’ll need to figure out your budget. It’s important to allocate budget for venue hire, food, drinks, and anything else you may need.
3. Choose a date and time that suits the majority of attendees
If you’re planning an event for a date in the near future, check with your attendees to see if a specific date works for the majority of them. A great way to do this is to send out a survey. If your event is further afield, you can pick a date and then send out a save the date as soon as you’ve settled on something.
4. Decide on a venue and book it in advance
The next step on your corporate events planning checklist is to find a venue. This is where we come in. We can help you find a venue that suits your needs – whether it’s for a conference, meeting, drinks reception, or more.
5. Determine the guest list and send out invitations
Make a list of all of your guests and send out an official invite so they have all the details they need.
6. Plan the menu and catering options
Everyone loves food! When you’re planning out your menu and looking for catering options make sure you’re accounting for everyone’s dietary requirements. Decide if you’d rather do canapés or have a sit down meal. Will you start or end your event with a drinks reception? Do you need tea and coffee? These are all things to consider.
7. Choose the theme or style of the event
Do you want your event to have a theme? It doesn’t have to, but it’s best to decide early on. You’ll also need to decide on the style of your event – are you holding a panel? Hosting a rewards ceremony? Whatever style of event you choose, it’ll make it easier for you while planning if you know what it is.
8. Decide on the decor, including centerpieces, lighting, and signage
This step in your corporate events planning checklist is pretty self explanatory – pick your decor or branding so people can tell why they’re there.
9. Book entertainment or keynote speakers, if applicable
Next up you need to book your entertainment or reach out to speakers. Finalise any details you may need to with them, whether that’s sorting transport, accommodation, or anything else.
10. Arrange transportation for attendees, if needed
If your venue is in an area that doesn’t offer parking or isn’t close to public transportation, you should definitely arrange transportation for your attendees. It will make the whole day a lot better with one less thing for them to worry about.
11. Develop a detailed timeline and schedule for the event and distribute programs
Put a program in place so everyone knows what’s happening when. Make sure the relevant people have it before the day of the event. Decide if you’d like to have physical programs or digital ones on the day of.
12. Coordinate audio/visual equipment and technical support
If you’re hosting a large event, make sure all of your AV is ready and working. If you have presentations you’ll be sharing, make sure they’re complete.
13. Assign roles and responsibilities to event staff and volunteers
If your event is large enough that you need staff and/or volunteers, make sure everyone knows what their responsibilities are so everything goes seamlessly.
14. Have the event!
You’ve planned for your event! Hopefully everything goes off without a hitch!
14. Create a post-event survey to gather feedback and improve future events.
After your event you should send a survey out to your attendees to see if they enjoyed it. It will help plan future events.
