Welcome to the ultimate guide for corporate event planners! If you're in charge of organizing a corporate event, you know that staying organized is key to ensuring a smooth and stress-free experience. From pre-event planning to on-site execution and post-event follow-up, having a comprehensive checklist can make all the difference.
In this blog post, we will provide you with an essential corporate event checklist that covers every stage of the planning process. Whether you're hosting a conference, team-building retreat, or company celebration, this checklist will help you stay on track and ensure nothing falls through the cracks.
So grab your pen and paper (or open up that handy digital organizer) because it's time to dive into our must-have corporate event checklist. Let's get started!
Pre-Event Planning
What to do 24-18 months before your event:
- Set goals, establish budget, and create a preliminary timeline. Research potential cities and venues.
What to do 24-18 months before your event
During this timeframe, start brainstorming ideas and determining the goals and objectives for your corporate event.
What to do 18-12 months before your event
During this timeframe, start researching potential cities and venues for your corporate event.
What to do 12-9 months before your event
During this stage, start developing your event budget and create a detailed timeline for planning milestones.
What to do 6 months before your event
Six months before your event, start booking vendors and finalizing details for a smooth execution.
What to do 5 months before your event
Five months before your event, start finalizing details like catering, audiovisual needs, and team-building activities.
What to do 4 months before your event
At the 4-month mark, it's time to solidify event logistics and start promoting your corporate event.
What to do 3 months before your event
Three months before your event, finalize all logistical details and begin promoting the event to attendees.
What to do 2 months before your event
Two months before your event, finalize the event schedule and make any necessary adjustments.
What to do 1 month before your event
One month before your event, finalize all event details and confirm logistics with vendors and attendees.
What to do the month of your event
The month of your event is crucial. Confirm all details, finalize logistics, and double-check with vendors for a seamless experience.
What to do 1 week before your event
One week before your event, finalize all details and confirm logistics with vendors and attendees.
What to do the day you leave for your event
The day you leave for your event, double-check all travel arrangements and pack essential items.
What to do the week of your event
The week of your event is crunch time – finalize details, confirm vendors, and ensure everything is in place.
Venue Selection and Contracts
Research potential cities, choose one, research venues, compare proposals, plan site visits, visit and evaluate venues, sign contract.
Research Potential Cities
Consider factors such as accessibility, amenities, and local attractions for your corporate event.
Choose One City
When selecting a city for your corporate event, carefully research and choose the perfect location.
Research Venues in Your City
Explore local event spaces and gather information on their capacity, amenities, and pricing.
Choose Your Top 3-4 Venues
When narrowing down your options, select the top 3-4 venues that align with your event's needs and requirements.
Contact Venues for Proposals
Contacting Venues for Proposals: Reach out to potential venues and request detailed proposals for your event.
Compare Proposals to Budget
When comparing proposals, ensure they align with your budget to make an informed decision.
Plan Site Visits
Schedule visits to potential venues to evaluate their suitability for your event.
Visit and Evaluate Venues
Visit and evaluate potential venues to ensure they meet your event requirements and create a memorable experience.
Sign a Contract with Your Chosen Venue
After evaluating venues, sign a contract with your chosen venue to secure the location for your corporate event.
Choose your Event Theme
Overwhelmed choosing the best event theme for company events? You better check the list first, click here for inspirations.
Entertainment and Activities
Research entertainment options, plan team-building activities, and coordinate audiovisual needs for a successful corporate event.
Research Entertainment Options
Research entertainment options to find the perfect performers and activities for your corporate event.
Plan Team-Building Activities
Plan team-building activities that foster collaboration and strengthen relationships among attendees.
Coordinate Audiovisual Needs
Ensure all necessary audiovisual equipment and services are arranged for a seamless event experience.
Communication and Invitations
Send Calendar Invites to Key Stakeholders and Presenters. Send Save-The-Dates. Send Registration Link.
Send Calendar Invites to Key Stakeholders and Presenters
Send calendar invites to key stakeholders and presenters to ensure they have the event details on their schedules.
Send Save-The-Dates
Send out save-the-dates to ensure guests mark their calendars for your upcoming corporate event.
Send Registration Link
To ensure attendees can easily register, send them a direct link to the registration page.
Final Preparations
Event schedule, gifts, transportation, menus - all the last-minute details to ensure a successful corporate event.
Finalize Event Schedule and To-Do List
Finalize the schedule and to-do list for your corporate event to ensure smooth execution.
Choose Employee Gifts and Order
When planning a corporate event, don't forget to choose and order employee gifts.
Arrange Transportation and Accommodation
Arrange transportation and accommodation for attendees to ensure smooth logistics during the corporate event.
Finalize Menus and Dietary Requirements
Finalize menus and dietary requirements based on attendee preferences, allergies, and special considerations.
On-Site Execution
Making Your Event Run Smoothly and Seamlessly
Conduct Final Walk-Through
Conduct a thorough final walk-through to ensure everything is in place for a successful event.
Collect Size Information for Gifts
Ensure proper fitting by gathering size details from attendees.
Host Team Meetings
Gather your team to discuss event logistics, roles, and responsibilities. Keep everyone on the same page for a seamless event execution.
Post-Event Follow-Up
Sending Thank-You Notes and Surveys for a Successful Wrap-Up
Send Thank-You Notes and Surveys
After the successful corporate event, don't forget to send thank-you notes and surveys for feedback.
Evaluate Event Success and Make Recommendations
Evaluating Event Success: Assessing outcomes and gathering feedback to improve future events.
Additional Resources for Office Organization and Events
While this checklist covers the essential steps to stay organized and stress-free when planning a corporate event, there are plenty of additional resources that can help you streamline your processes even further. Here are some valuable tools and tips to enhance your office organization and event planning skills:
1. Project Management Software: Utilize project management software such as Asana or Trello to create task lists, assign deadlines, track progress, and collaborate with team members efficiently.
2. Event Planning Apps: Explore event planning apps like Eventbrite or Cvent that offer features like registration management, attendee tracking, ticket sales, and on-site check-in capabilities.
3. Online Calendars: Use online calendars like Google Calendar or Microsoft Outlook to schedule meetings, set reminders for important dates, share availability with stakeholders, and keep everyone informed about upcoming events.
4. Budgeting Tools: Take advantage of budgeting tools such as Excel spreadsheets or specialized software like QuickBooks to manage expenses effectively throughout the entire event planning process.
5. Communication Platforms: Implement communication platforms like Slack or Microsoft Teams to facilitate real-time collaboration among team members by creating dedicated channels for different aspects of event planning.
6. Social Media Management Tools: Leverage social media management tools such as Hootsuite or Buffer to schedule posts in advance across multiple platforms while monitoring engagement during the event.
7. Professional Networking Organizations: Join professional networking organizations related to event planning such as Meeting Professionals International (MPI) or International Live Events Association (ILEA) where you can gain access to industry insights, educational resources, and connect with other professionals in the field.
By utilizing these additional resources alongside our comprehensive corporate event checklist, you'll be well-equipped to tackle any challenge that comes your way during the planning process! Happy organizing!
