Corporate Event Planning Checklist

6 to 12 months before

• GoalDetermine the purpose of your event. The purpose is very important, as it determines the kind of activities you can organize for your event.
• ThemeIf using a theme, make sure that it coincides with the values of your organization. Avoid cliches that will not attract guests or media coverage.
• SpaceIf 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.
• ManagementAppoint an official general manager for the event. Whether it is yourself or someone else, a clear chain of command has to be set.
• CommitteesAfter 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.
• QuotesGet estimates from your usual or potential providers. The budget committee will need these to build their financial projections.
• Event EntertainmentIf your event has an artistic component, request quotes from well-known artists or have auditions early in the planning.
• SponsorshipsIf 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.
• BudgetWhile waiting for quotes and sponsors, build a preliminary budget. It can be modified throughout the planning stages.
• Permits and licensesCheck if you need any kind of permit or license around your event, especially if you plan on serving alcohol.
• Cover chargeIf you will charge an admission price, determine the amount with the budget committee.
• DateFinalize 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.
• StationeryMeet with a graphic designer (in-house or consultant) and start drafting the different printed documents you will require for your event.
• Early printingHire a printer for invitations, reminders and sponsorship requests.
• Public relationsMeet with your relationist and build a preliminary timeline for publicity and media relations.
• PhotographyIf you need any pre-event and publicity photos taken, hire a photographer and take these as soon as you can.

3 to 6 months before

• CommitteesOrganize regular committee meetings and have them provide weekly reports to the general manager.
• SponsorshipsStart mailing sponsorship and donation request to potential sponsors and donors.
• LogosRequest company logos from confirmed sponsors to go on the next printed documents.
• DesignHave your graphic designer confirm the templates for all future printed documents.
• PrintingAfter finalizing the designs with your graphic designer, send your next printing orders to the printer.
• TicketingIf your event will use tickets, have them printed at this time also, and make them available for distribution.
• Guest listBuild a final guest list, and mail invitations and other documentation to them.
• EntertainmentAfter confirming with your entertainers, sign a contract with them.
• PostersSend out people throughout your city to look for potential locations for posters. Have them report on space availability.
• MediaMeet with your relationist and make appointments for interviews and other media coverage.
• FoodAfter choosing a caterer and signing a contract with them, choose the menu with them. Provide choices for different dietary requirements.
• LicensesAt this time, you should request the different permits and licenses you will need.
• InsuranceDo not forget to get liability insurance for your event; sometimes organization insurance does not cover these kinds of events.

1 month before

• TicketsCheck the ticket sales. Follow up with invited guests who have not yet responded.
• PublicityReserve your publicity with radio and television stations as well as with printed media.
• StaffingIf you require extra staff for the event, start advertising the positions now or go to an employment agency for help.
• SpaceDraw room diagrams and plan the seating, or whatever combination of space and tables you have.
• CateringBy 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.
• TimelineIf 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.
• SecurityHire a security agency to estimate your security needs.

1 week before

• CommitteesMeet with your committees one last time. Solve last-minute problems.
• GuestsConfirm final guestlist and attendance numbers.
• StaffOrganize preliminary staff meeting to explain tasks and confirm availability. Hire new staff right away if necessary.
• TimelineSend final timeline to the participants.
• CateringConfirm your final order with your caterer.
• PublicityMeet with journalists or media stations to finalize media coverage details.
• RehearsalPlan rehearsals as needed throughout the week.
• PaymentsHave accounting write any cheques that need to be handed out on the day of the event.

The day before

• ClothesChoose your attire for the event, and have a change of clothes ready, just in case.
• ProvidersConfirm delivery times with all your providers, and verify any previously delivered items.

The day of the event

• ArrivalGet to the event space early and supervise deliveries.
• InventoryMake an inventory of all supplies and make sure you have everything you need.
• StaffPut your staff in position and confirm their tasks.
• Light and soundCheck with your technicians for any potential problems with the technical setup.
• RehearsalHold a final rehearsal a few hours before the event, and check the sound and lighting at the same time.
• Enjoy the event and remember to relaxYou've planned well and everything will work perfectly.

Post-event

• PaymentsRemember to pay any outstanding invoices.
• Final reportsRequest final reports from the committees, as well as a final budget.