A Checklist for Success with your next Corporate Event

Whether it’s a seminar, a product launch or conference, events are a great way for businesses to engage partners, clients, and stakeholders. However, if you are not experienced in organising events, it’s important to do your research and plan carefully to avoid common mistakes.

Here’s a comprehensive checklist for planning a successful corporate event, from conception to execution.

1. Define your purpose

Before diving into logistics, it’s crucial to understand the ‘why’ behind the event. Ask yourself what the goal of the event is, and what you hope to achieve by the end. 

Once you’ve clearly defined your purpose, you can tailor the event to meet specific outcomes.

2. Determine the budget

A detailed budget is essential for avoiding cost overruns and ensuring your spend is directed to the areas where it will provide the best return.

Consider all potential costs, such as venue hire, catering, AV equipment and technical support, marketing and promotions, guest speakers or entertainment, and travel and accommodation for key speakers and guests.

It’s good practice to allow about 10 to 15 per cent wiggle room in your budget for unexpected expenses. 

3. Select the right venue

When choosing a venue, think about capacity and whether it can accommodate your expected  number of attendees. You might also want to think about how accessible it is to hotels and transportation, and what facilities and services it offers such as AV support and catering.

Once you've chosen the venue, make sure to book it well in advance, especially if you're planning a large-scale event as you don’t want to be left short.

4. Create a detailed event timeline

A timeline will ensure that the event runs smoothly and that everyone involved knows their responsibilities.

This includes:

• Pre-event planning: Venue selection, catering and other logistics.

• On-site setup: When vendors arrive, when setup begins, and when rehearsals and sound checks will take place.

• Event Day: rom guest registration to the end of the event.

• Post-event Wrap-up: Tear-down, final vendor payments, and post-event evaluations.

5. Design the event program

A well-executed program is essential for attracting attendees and keeping people informed and engaged on the day. This includes: 

• Agenda: Outline the flow of the event and how much time you allow for each session.

• Speakers and presenters: Ensure that your keynote speakers or presenters are prepared and equipped with the necessary materials, time limits and expectations.

• Interactive sessions: Incorporate networking opportunities, breakout sessions, or Q&A segments to mix it up a bit.

• Entertainment: Depending on the tone of the event, you may want to incorporate live music, performances, or other entertainment.

6. Promote the Event

How you promote the event is crucial. If appropriate for the event you’re holding, you might want to send out invitations and reminders to key clients and stakeholders. 

If your event is open to the public or a larger group, promote it through your company’s social media channels, email marketing, and press releases.

7. Coordinate catering and other services

Planning food and beverages is more complicated than you might think, and  means not only accommodating different preferences and dietary needs, but making sure that it fits the tone and nature of the event. For example, you will have to decide whether a sit-down or buffet style lunch is going to appeal to your attendees. Also, make sure it is served at times that fit with the event program – don’t make your attendees wait until 2pm for lunch!

Other services you may need to coordinate include photography, videography, and event staff to manage guest check-ins and assist with logistics.

8. Prepare technical support

Technology plays a significant role in corporate events. Ensure you have the right technical setup for presentations, live streaming, or audio-visual elements.

Make sure there’s reliable internet access for both staff and attendees. 

Finally, see whether the venue can provide a team on-site to handle any last-minute issues, with lighting, microphones, or presentations.

9. Plan for contingencies

No matter how well-prepared you are, things can go wrong. A key part of successful event management is having contingency plans in place. For example, ensure that all presentations are saved in multiple formats and places. Or ensure that you have additional staff or volunteers on hand in case someone is unavailable.

Being proactive will help you avoid stress and handle unexpected issues.

10. Evaluate post event

Once the event is over, gather feedback from attendees, vendors, and staff to identify areas for improvement. You might want to hand out a feedback survey post event or measure engagement metrics like social media mentions and web traffic. Or you might simply want to measure the ROI in terms of ticket sales against the cost of staging the event.

Successful corporate event management requires meticulous planning. By following this checklist, you can ensure that your corporate event runs smoothly and achieves its goals.

If you are looking to partner with a corporate event management company, contact us today!