Planning a corporate event is complicated. It involves juggling many moving pieces all at once. It’s common to run into miscommunications and setbacks just because you lost track of a small detail somewhere along the way. But it’s much easier to stay on track when you break down the entire event planning process into small, manageable tasks. That’s why we’ve created this comprehensive corporate event planning checklist!
Early Planning
☐ Gather information about the event.
- Define the type of corporate event (e.g., seminar, product launch, conference, shareholder meeting).
- Identify the target audience (e.g., employees, clients, industry leaders) and define their needs and expectations.
- Determine the size, duration, and scope of the event.
☐ Define specific objectives for the event.
- Identify the key intended outcomes (e.g., boosting team morale, increasing sales, training employees, encouraging investment, educating clients).
☐ Establish a budget.
- Include all necessary and potential costs, including:
- Venue rental
- Catering
- Speaker fees
- Marketing
- Materials
- Travel and accommodation
- Technology and audio visual (AV) equipment
- Entertainment
- Contingencies
- Use event budgeting software or a spreadsheet to track expenses and ensure you stay on budget.
☐ Choose a date for the event.
- Think about convenience for your audience.
- Avoid holidays and other major industry events.
- Confirm the date with important event participants (e.g., speakers, key audience members).
- Consider the time of day (e.g. during business hours, evenings, weekends).
- Work with your AV team to determine what dates and times are needed for load in and out. Don’t forget to factor in any rehearsal time needed as well.
☐ Build a team.
- Assign specific roles (e.g., event coordinator, logistics manager, marketing lead, AV liaison, speaker handler, stage manager, client concierge).
- Clearly define each person’s responsibilities.
- Use task-tracking software to ensure you stay on schedule.
- Set up a regular meeting schedule to track progress, address issues as they arise, and make adjustments to the plan.
☐ Select a venue.
- Consider key factors, including:
- Layout
- Capacity
- Convenience for the target audience
- Accessibility
- Parking availability
- Restrooms
- On-site resources (e.g., technology, catering)
- Visit several venues to evaluate their suitability and get your questions answered.
- Carefully review each venue’s contract proposal and make sure you understand their fees, insurance requirements, and cancellation policies.
- Work with your AV team to be sure things like ceiling height, rigging, power, internet are all adequate for the event.
- Do site visits of the venues you’re considering.
☐ Create an agenda.
- Develop a timeline, which may include:
- Welcome address or opening ceremony
- Ice breakers
- Keynote speeches
- Workshops and breakout sessions
- Meals
- Entertainment
- Closing ceremony or send-off message
- Identify speakers or presenters.
- Plan workshops and breakout sessions and procure facilitators.
☐ Finalize a formal event proposal.
- Use an event proposal template to create a comprehensive event proposal.
- Present your event proposal to your supervisor or client for approval.
Vendor Procurement and Coordination
☐ Work with an AV company.
- Identify all technological requirements, which may include:
- Microphones
- High-powered speakers
- Audio mixers
- Projectors and screens
- Visual effects like strobe lights or lasers
- LED walls
- Computers
- Stage and ambient lighting solutions
- Research trustworthy and reliable audio visual companies, and ensure they can accommodate all your needs.
- Work with your provider to plan the AV for your event.
- Schedule rehearsals to ensure speakers have the chance to familiarize themselves with the AV equipment.
☐ Hire an event designer.
- Research reliable event design companies.
- Develop a theme that aligns with your event objectives, desired atmosphere, and brand.
- Work with the designer on set design for the stage(s).
- Key design and decor elements to consider include:
- Color schemes
- Logo placements
- Banners
- Backdrops
- Table settings
- Floral arrangements
- Signs
- Props
☐ Work with a caterer.
- If your venue doesn’t provide catering, research reputable local catering companies.
- Attend samplings and tastings to create your menu.
- Consider factors like food allergies and dietary restrictions.
- Think about whether or not you want to serve alcohol, and if so, what kind (consider licensing and liability issues).
☐ Book speakers, presenters, and entertainers.
- Depending on the type of event, schedule musicians, DJs, speakers, workshop facilitators, and others.
- Provide briefings about the event to each presenter and entertainer to ensure they understand your goals for the event.
☐ Arrange accommodations and transportation.
- Book hotels for out-of-town participants or audience members, or make recommendations.
- Arrange a shuttle service or recommend local car rental companies if necessary.
☐ Contact an event marketing company.
- Work with your marketing vendor or marketing manager to design and create promotional materials such as press releases, email campaigns, invitations, or social media posts.
- Consider making an official event website.
Final Preparations
☐ Set up a registration system.
- Use a spreadsheet or online event registration platform to keep track of sent invitations, RSVPs, signups, payments, and other registration details.
- Create a list of any special requirements your audience members need, which may include dietary restrictions or mobility concerns.
- Follow up with any invited guests who haven't responded.
☐ Finalize the details.
- Confirm your arrangements with vendors and ensure they have correct information about the date, time, and needs of your event.
- Finalize your event timeline, outlining exactly what needs to happen when, where, and how.
- Hold a final meeting with your team and any key vendors to ensure that everyone understands the event timeline, objectives, roles and responsibilities, and contingency plans.
☐ Prepare event-day materials.
- Finalize and print all materials, such as:
- Brochures
- Badges
- Name tags
- Signage
- Event programs
- Worksheets
☐ Prepare for emergencies and contingencies
- Finalize backup plans for potential unforeseen issues like:
- Speaker cancellations
- Extreme weather
- Technical problems
- Accidents or injuries
- Prepare first-aid kits in the event of an emergency.
☐ Conduct a final rehearsal/walkthrough.
- Run through the entire event to ensure everything is ready to go and your team, speakers, and vendors understand the timeline and their roles.
- Confirm that the layout is suitable and the venue is clean.
- Test the AV equipment.
- Make sure you have a system in place to communicate with your team during the event.
Event-Day Management
☐ Supervise set-up for the event.
- Arrive early to ensure you can address last-minute problems.
- Verify that all signage and event materials are in the right locations.
- Prepare the welcome or registration desk.
- Ensure your team and vendors are in the right places.
☐ Coordinate the event.
- Set up a central command area and communicate with your team throughout the event to keep things on track.
- To ensure the event adheres to the timeline, keep a team member in a visible location so they can gently prompt speakers and facilitators to move ahead.
- Be ready to implement emergency and contingency plans as soon as they arise.
☐ Oversee the breakdown after the event.
- Ensure all rented items are collected and returned.
- Make sure you fulfill the requirements in your venue contract.
- Before you leave, do a final walkthrough of the venue to ensure it appears clean and there is no damage.
Post-Event Follow Up
☐ Thank your attendees and gather feedback.
- Within a week or two, send thank you notes to important attendees and speakers.
- Share event highlights such as photos or videos on social media or your event website.
- Conduct a post-event survey to get feedback on successes and areas that need improvement.
Make Your Event Unforgettable With Top Quality AV Solutions and Services
The way your event looks and feels to your audience can impact everything about their experience. By following a corporate event checklist and working with a proven AV company like Catalyst, you can transform your vision into a reality! Our team is knowledgeable, experienced, and completely at your service as you plan your event.
Contact us today to schedule a free consultation, get your questions answered, and learn more about our services.
