Corporate Event Planning Checklist: Your Ultimate Tool for Success

2-3 Months Before the Event
- Define the purpose and objectives of the event.
- Establish a budget.
- Select a date and time for the event.
- Create a guest list (employees, clients, stakeholders, etc.).
- Book the venue.
- Secure key vendors (Groove DJs for music and lighting, livestreaming, etc.).
- Decide on event branding and theme (if applicable).
4-6 Weeks Before the Event
- Send out invitations or save-the-dates (email or physical).
- Finalise the event schedule (speeches, presentations, networking, etc.).
- Coordinate with Groove DJs for tailored playlists and lighting design.
- Arrange for AV equipment (projectors, microphones, livestreaming setup).
- Confirm catering menu and dietary requirements.
- Order branded items or giveaways (lanyards, gift bags, etc.).
- Plan seating arrangements if required.
- Arrange transportation or parking for guests.
2-3 Weeks Before the Event
- Conduct a walkthrough of the venue with key vendors.
- Confirm all bookings and timelines with vendors, including Groove DJs.
- Share event branding materials with vendors (logos, colours, themes).
- Create and distribute a detailed event agenda to vendors and staff.
- Finalise décor elements (table centrepieces, branded banners, etc.).
- Prepare any presentations or materials needed for the event.
1 Week Before the Event
- Confirm guest list and provide a headcount to vendors.
- Prepare materials for registration (name tags, sign-in sheets).
- Assign roles to team members for event day tasks.
- Confirm playlist and final lighting setup with Groove DJs.
- Reconfirm arrival times with all vendors.
2-3 Days Before the Event
- Decorate the venue or stage any items in advance if possible.
- Ensure event packets, materials, or swag bags are ready.
- Test livestream link, if applicable.
- Prepare payments for vendors.
- Share final schedules and vendor contacts with the team.
Day of the Event
- Arrive early to oversee setup.
- Conduct a final walkthrough to ensure everything is in place.
- Check in with Groove DJs to confirm music, lighting, and AV.
- Greet vendors and ensure they are in the right locations.
- Monitor the event flow and address any issues promptly.
- Engage with guests and ensure their needs are met.
- Close the event with a thank-you speech or gesture.
Post-Event
- Send thank-you emails to attendees and vendors.
- Share event photos or recordings (livestream footage, photobooth images).
- Collect feedback from guests and team members.
- Analyse ROI and overall success of the event.
- Save key learnings for future events.
- Return rentals and settle vendor payments.
Pro Tip: Corporate events often involve tight timelines and multiple stakeholders. Use this checklist to stay organised, meet deadlines, and create an event that leaves a lasting impression!