Corporate Event Planning Checklist

Excellent.
Scores 4.76 with 525 votes
  • Determine the purpose of your event. The purpose is very important, as it determines the kind of activities you can organize for your event.
  • If using a theme, make sure that it coincides with the values of your organization. Avoid cliches that will not attract guests or media coverage.
  • If you need to hold the event outside of your business space, start looking early. A strong purpose statement will help you determine the kind of space you will need.
  • Appoint an official general manager for the event. Whether it is yourself or someone else, a clear chain of command has to be set.
  • After appointing the general manager, start building committees for the different aspects of the event. Breaking down the planning for big events is usually a good idea.
  • Get estimates from your usual or potential providers. The budget committee will need these to build their financial projections.
  • If your event has an artistic component, request quotes from well-known artists or have auditions early in the planning.
  • If you will solicit sponsorships, work on the sponsorship resume right away. Potential sponsors will want to know the different sponsorship levels quite early, and it will also help with budgeting.
  • While waiting for quotes and sponsors, build a preliminary budget. It can be modified throughout the planning stages.
  • Check if you need any kind of permit or license around your event, especially if you plan on serving alcohol.
  • If you will charge an admission price, determine the amount with the budget committee.
  • Finalize the date within the first three months of planning. This will help with coordinating artists, suppliers and other elements of your event without the risk of conflicts.
  • Meet with a graphic designer (in-house or consultant) and start drafting the different printed documents you will require for your event.
  • Hire a printer for invitations, reminders and sponsorship requests.
  • Meet with your relationist and build a preliminary timeline for publicity and media relations.
  • If you need any pre-event and publicity photos taken, hire a photographer and take these as soon as you can.
  • Organize regular committee meetings and have them provide weekly reports to the general manager.
  • Start mailing sponsorship and donation request to potential sponsors and donors.
  • Request company logos from confirmed sponsors to go on the next printed documents.
  • Have your graphic designer confirm the templates for all future printed documents.
  • After finalizing the designs with your graphic designer, send your next printing orders to the printer.
  • If your event will use tickets, have them printed at this time also, and make them available for distribution.
  • Build a final guest list, and mail invitations and other documentation to them.
  • After confirming with your entertainers, sign a contract with them.
  • Send out people throughout your city to look for potential locations for posters. Have them report on space availability.
  • Meet with your relationist and make appointments for interviews and other media coverage.
  • After choosing a caterer and signing a contract with them, choose the menu with them. Provide choices for different dietary requirements.
  • At this time, you should request the different permits and licenses you will need.
  • Do not forget to get liability insurance for your event; sometimes organization insurance does not cover these kinds of events.
  • Check the ticket sales. Follow up with invited guests who have not yet responded.
  • Reserve your publicity with radio and television stations as well as with printed media.
  • If you require extra staff for the event, start advertising the positions now or go to an employment agency for help.
  • Draw room diagrams and plan the seating, or whatever combination of space and tables you have.
  • By this time, you should have a good idea of how many guests will come; you should provide this number to your caterer so he can plan accordingly. Request a final quote from your caterer and sign a contract.
  • If your event involves a sequence of presentations or entertainment, write down the timeline. Give the scripts to the participants, request comments and work through potential problems.
  • Hire a security agency to estimate your security needs.
  • Meet with your committees one last time. Solve last-minute problems.
  • Confirm final guestlist and attendance numbers.
  • Organize preliminary staff meeting to explain tasks and confirm availability. Hire new staff right away if necessary.
  • Send final timeline to the participants.
  • Confirm your final order with your caterer.
  • Meet with journalists or media stations to finalize media coverage details.
  • Plan rehearsals as needed throughout the week.
  • Have accounting write any cheques that need to be handed out on the day of the event.
  • Choose your attire for the event, and have a change of clothes ready, just in case.
  • Confirm delivery times with all your providers, and verify any previously delivered items.
  • Get to the event space early and supervise deliveries.
  • Make an inventory of all supplies and make sure you have everything you need.
  • Put your staff in position and confirm their tasks.
  • Check with your technicians for any potential problems with the technical setup.
  • Hold a final rehearsal a few hours before the event, and check the sound and lighting at the same time.
  • You've planned well and everything will work perfectly.
  • Remember to pay any outstanding invoices.
  • Request final reports from the committees, as well as a final budget.
Excellent.
Scores 4.76 with 525 votes
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