Corporate Event Planning Checklist

There are a lot of aspects to consider when planning a corporate event. It can easily become overwhelming when you have so many moving parts to consider. Following a corporate event planning checklist can help keep you organized and keep you from overlooking something crucial to the success of the event.  Avoid common mistakes and use this corporate event planning checklist as a guideline when planning your next corporate event.

 

[ ]     Select a date and time that doesn’t conflict with any other events.

[ ]     Decide on a concept and or theme for the corporate event.

[ ]     Plan your budget. Getting various estimates will help to create reasonable budget.

[ ]     Gather up your sponsors (if any).

[ ]     Get an accurate attendance count as this will be essential to the rest of the planning.

[ ]     Book your venue after doing a walk through. Taking care to choose one that has:

[ ]     main session room

[ ]     break out rooms

[ ]     meal room

[ ]     Choose a committee of people you trust to help plan the corporate event.

[ ]     Reserve a block of accommodations if this is taking place out of town.

[ ]     Decide on your menu, giving consideration to those with dietary restrictions.

[ ]     Plan for the daily meals you will be providing, which is typically breakfast and lunch.

[ ]     Plan on providing refreshments and snacks throughout the event

[ ]     Choose a menu for any special events like an awards dinner.

[ ]     Book off site activities, such as a golf outing or tickets to a show. Be sure to ask about group discounts.

[ ]     Gather any supplies needed for team building activities.

[ ]     Pick out whatever decor you may need, particularly for the corporate awards dinner.

[ ]     Flowers

[ ]     Linens

[ ]     Draping

[ ]     Decide how you want to incorporate branding into the decor.

[ ]     Create a list of AV needs. This includes, but is not limited to:

[ ]     sound system

[ ]     microphones

[ ]     lighting

[ ]     projectors

[ ]     stage and podium

[ ]     Make use of to do lists.

[ ]     Create timelines for the meetings and sessions.

[ ]     Book keynote and guest speakers.

[ ]     Hire corporate entertainment and be sure to accommodate any rider requirements.

[ ]     Hire outside vendors, such as:

[ ]     Photographer

[ ]     Videographer

[ ]     AV crew

[ ]     Account for all printing needs.

[ ]     Invitations

[ ]     Badges

[ ]     Banners and signs

[ ]     Programs

[ ]     Registration paperwork

[ ]     Buy any awards and prizes you will need.

[ ]     Plaques and trophies

[ ]     Attendee gifts

[ ]     Raffle prizes

 

This checklist should help send you on your way to planning a successful corporate event. Happy planning!