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Posted by Amanda

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.

1 month before event

  • 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.

1 week before event

  • 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.

Day of the event

  • 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;

After the event