Your event planning checklist: The ultimate guide to hosting a seamless corporate event

1. Set your goals, purpose and ideas: 

Start by defining the purpose of your event and what you want to achieve. Consider:

• What is the purpose of the event?
• Who is your target audience? 
• Create an initial guest list.
• Where will the event take place?
• How many people are expected to attend?
• What is the name of the event?
• What is the theme and design?
• Agree on a sustainability plan.

If you want your event to be accessible, you can see our guide on how to plan an accessible event, which also has a free downloadable checklist.

2. Establish your budget

Know your limitations. Set a preliminary budget for the event. You will need to take into consideration:

• Venue hire
• Catering costs
• Entertainment costs
• Tech support 
• Do you need to find additional funds e.g. sponsors?
• Is this a ticketed event? If so, what are the ticket prices?

3. Plan Work and Delegate

Building a strong team and assigning clear responsibilities will keep your event planning on track. Make sure to:

• Identify your team and assign clear roles.
• Allocate specific tasks with deadlines.
• Schedule regular meetings to track progress.

4. Research and contract vendors

Finding the right venue and reliable vendors is essential. Be thorough in your research. You need to:

• Research venues and come up with a shortlist
• Check venue availability and pricing, look into associated costs like food, beverage, parking -are they included?
• If not, book vendors such as caterers, tech support and entertainment separately
• Communicate your expectations with your vendors and caterers such as dietary requirements
• Will you have paid speakers,performers or special targeted guests? Make sure the event coincides with their availability
• Finalise contracts

5. Create a program schedule

A well-structured program keeps your event engaging and on time. Remember to:

• Define event structure (single session, multiple rooms, full-day). Bare in mind the purpose of the event to maximise goals
• Ensure you include frequent breaks for longer events
• Ensure to incorporate sponsors in decor or mention in the duration of the event

6. Marketing and Invitations

Effective promotion is key to attracting your target audience. Develop a marketing strategy that includes:

• Social media posts
• Event pages- we recommend using platforms like Eventbrite
• Email campaigns on Brevo for example
• Update your linktree
• Finalise your guest lists, send invites, manage RSVPs (for priority/ special guests)
• Ensure your invitation includes a way for guests to inform of any accessibility or dietary requirements
• Launch ticket sales if applicable

7. Theme and Design

A cohesive theme enhances guest experience and your business’ image.  Extra attention to detail you could incorporate includes:

• Party favours
• Badges, place cards, and table numbers
• Printed signage

Make sure sponsors are integrated into the design!

8. Health and safety

Prioritise safety by securing all necessary permits and conducting thorough risk assessments. Ensure you:

• Secure all relevant permits and licenses
• Notify local authorities for large/ multi agency events
• Ensure adequate insurance and security
• Conduct risk assessments for external vendors
• Ensure suitable fire exits and evacuation plans for all your guests, taking accessibility into account

9. Pre-event meetings

Prepare your team and finalise plans through detailed meetings and rehearsals. Don’t forget to:

• Prepare and discuss contingency plans
• Review and print master running orders
• Conduct rehearsals or walkthroughs
• Send final reminders to attendees
• Distribute a contact sheet for key personnel

1. Set up early and oversee all logistical aspects

Having a hands-on approach during setup minimises surprises and last-minute stress.

• Arriving early on the day of the event
• Oversee the delivery and arrangement of furniture, equipment, signage, and decorations according to the event plan
• Double-check that all technical setups such as sound systems, lighting, and projectors are functioning properly 
• Confirm that catering and vendor deliveries arrive on schedule 
• Check that spaces like registration desks, stages, and breakout rooms are ready
• Ensure that the venue set up incorporates all the accessibility requirements of your guests

2. Ensure team members are clear on their roles

Clear communication ensures everyone knows their tasks and can act confidently. Make it a point to:

• Hold a quick briefing so everyone understands their tasks and who to contact for issues
• Clear communication keeps your team coordinated and confident

3. Monitor the event flow according to the program schedule

Stay vigilant throughout the event to keep everything running smoothly and on time. Regularly:

• Keep a close eye on timing to ensure sessions and breaks run smoothly and on time
• Coordinate with speakers and vendors for any necessary adjustments

Handle any issues swiftly to keep things running smoothly

• Stay calm and resolve any unexpected issues quickly to avoid disruptions
• Maintain a positive atmosphere

Gathering feedback is critical for improving future events. 

To do this: 

1. Send out surveys to gather attendee feedback.
2. Conduct a post-event evaluation with your team.
3. Review what worked well and identify areas for improvement.
4. Follow up with sponsors and key partners to thank them.
5. Share highlights and outcomes on your marketing channels.