Corporate event planning checklist

This checklist will provide you with a timeline for your corporate event – adapt it to your specific needs and dates.






3 months before event

• Determine the objectives and goals of the meeting, and create the program and budget;


• Identify possible dates for the event (check calendar of local events to avoid conflicting or inappropriate dates);


• Create the guest list;


• Book the venue of your choice;


• Set up an account for your business charges with the meeting site and authorize who can sign charges;


• Identify responsibilities for committees and volunteers;


• Invite and confirm key speakers, and inform them about your guests and the equipment on site such as audio-visual capabilities; order any other necessary equipment as soon as possible;


• Invite attendees;


• Make travel arrangements.

• Set up menus, room decor and supplies – get this information in writing from your event manager;


• Provide signs and printed materials such as place cards, newsletters, etc.


• Mail attendees the agendas, suggested dress and other instructions;


• Order gifts and amenities.

• Confirm all audiovisual requirements and produce slides;


• Make arrangements for shipping materials back to your office after the meeting;


• Confirm the menu and the number of attendees;


• Determine security needs.

• Walk through the venue with the event manger and review details; notify them immediately of any changes in your plans or requirements;


• Inspect all shipped materials to make sure that all of your items have arrived in good condition;


• Have a brief staff meeting to review everyone’s responsibilities;

• Pack all materials;


• Review invoices and receipts to make sure you have been billed correctly;


• Make a list for thank-you notes;




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