Corporate Event Checklist
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- The Venue
- CapacityMake a shortlist of venues that suit the event theme and budget and have the capacity to comfortably hold all attendants.
- ServicesAsk each venue for a written proposal including all inclusions/exclusions and expenses. Check into parking, outerwear storage, security, seating, audiovisual capabilities, and any other requirements.
- Walk-ThroughVisit each site in person and imagine the event as it takes place.
- BookingIn some cities, you may need to book up to 18 months in advance. Do not forget to pay the deposit to reserve the venue.
- Insurance coverageMake sure the venue has adequate liability insurance and consider buying extra coverage. Check state and local bylaws to ensure all insurance needs are covered, especially where alcohol is being served.
- TimetableCreate a timeline of tasks and delegate to the planning team, with clear expectations and deliverables.
- AccommodationsBook a block of hotel rooms to house guests for the duration of the event.
- Event Activities
- EntertainmentBook any live entertainment at least six months prior to the event and confirm one month before.
- Presentations or workshopsIdentify seating and audiovisual requirements; ensure adequate equipment and supplies.
- SponsorsIf the event is for a non-profit or a fundraiser, solicit donations and prizes from sponsors.
- Speakers/PresentersBook speakers and arrange their travel and accommodations; the time of booking may depend on how busy the speaker is. Confirm two weeks before the event.
- Meals & Refreshments
- CaterersContact several caterers and ask for written quotes reflecting the number of attendees and the type of food required.
- InclusionsMake sure food and beverage service, table setting, dishes and glassware, etc., are included.
- RefreshmentsProvide adequate refreshments and snacks throughout the event, especially in secluded locations or where attendees are expected to stay on site.
- Special dietsAsk guests to list any allergies, sensitivities, or dietary restrictions on their RSVP or sign-up form. Pass the information to caterers.
- Promoting the Event
- Save the dateSend desired speakers and guests a request to save the date at least six months to one year in advance.
- Appoint contactsDesignate planners as event representatives and distribute their contact information with all invitations and media releases.
- InvitationsSend invitations with an agenda, hotel and flight information, and a request to RSVP at least ten weeks prior to the event.
- AdvertisingPrepare a media package and distribute to newspapers, television stations, radio stations, and industry bloggers.
- Staffing the Event
- Training sessionHold a training session or meeting for all attending staff and brief them on all activities and expectations the day of the event.
- GreetersAppoint an adequate number of staff as greeters to welcome guests and orient them with the event activities and venue.
- Outside staffSpeak with management at the venue and the catering company to review expectations as far as services, staff dress code, rules, and contact persons.
- Paperwork and Finances
- BudgetCreate a budget and have approved by executives before and throughout the planning process.
- LicensesEnsure all laws and codes are met, with licenses or inspections completed for liquor service, fire code, special events, etc.
- BookkeepingAppoint one planner as treasurer to manage deposits, payments, receipts, and budget overages.
- AgendaCreate an agenda and distribute to all guests and executives well in advance of the event, after confirming the venue and speakers.
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Presented by:
Campbell Rodriguez
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Details
You have been asked to help plan a corporate event for your company. This is your chance to wow the executives! Corporate event planning requires a high level of organization and the ability to think on your feet. Even if you have planned for almost anything, be ready for last-minute changes and the need to rearrange or adjust to pull off a successful event. Depending on the size and scope of the event, you may be working alone, or as part of a planning team. Effective corporate event planning using a comprehensive checklist helps you keep track of all of the factors that make the event a great one.
Tips
- To get started, meet with executives and make sure all planners have a clear idea of the theme, tone, and purpose of the event. Designate responsibilities so each helper knows their duties and feels accountable for their contribution to a successful event.
- Don’t be afraid to ask questions to clarify important information about the event; it is better to be inquisitive than to make plans that don’t meet their expectations.
- Know the budget, approximate number of attendees, and the reason for the event before moving to the first stages of planning. All team members should report to one main organizer, who will use a checklist to ensure the event meets the company’s vision.
- Corporate events vary in size and execution, but all have one thing in common: they must be a positive representation of the host company.
- Whether your company is hosting a charity dinner, a staff Christmas party, or a conference for industry executives, it is crucial that planners put care into even the smallest details. Little touches that are sometimes overlooked, such as fresh beverages throughout the event, or comfortable seating, can leave a bad impression with attendants. Have you ever been to a conference and remember how badly the chairs made your back hurt after sitting for 8 hours?
Who it's for
This Corporate Event Checklist is for teams that want consistent execution, less rework, and clear ownership.
- Standardize quality - run the same Corporate Event steps every time, regardless of who executes
- Save time - reuse a proven Corporate Event workflow instead of rebuilding processes from scratch
- Improve accountability - assign owners and see what's done vs. what's pending
- Onboard faster - use the Corporate Event checklist as the SOP and training guide
- Coordinate across roles - handoffs are clear and everyone works from the same source of truth
How to use it
How to use this Corporate Event Checklist:
- Start by saving it - save as a Template if you'll reuse it, or as a Checklist if it's a one-off project.
- Customize it once for your workflow - remove what doesn't apply and add your team-specific steps.
- Assign ownership and execute - set owners/due dates where needed and track completion as work happens.
- Reuse without rebuilding - when Corporate Event comes up again, start from your saved version and run it with clear ownership.
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