29 elements to check off your corporate event planning checklist
August 29, 2024
October 1, 2024
Whether for celebrating Christmas, your business’s anniversary, a new milestone, or to promote your brand publicly, there are always great reasons to plan a company event. Now, the question is, where do you start to organize a memorable moment without forgetting anything? A corporate event planning checklist is your best ally in this case.
It contains all the actions you must tackle before the big day, from sending invitations to ordering catering and booking a venue. Not only does it ensure everything is covered, but it also helps people in charge of event planning be less stressed.
There are key steps to follow to create a positive experience and great memories for all your guests and attendees. Here is everything you need to know and all the boxes you must tick for a successful and unforgettable corporate event.
Essential steps to tackle before starting the event’s planning process
Determining the purpose and objective of this event
What is the purpose of your next corporate event and what outcomes are you expecting? Is it to foster team bonding among your hybrid workforce? Is it to meet your partners in person and boost your business? As mentioned, the reasons for planning a corporate event are endless. Yet, preparing for the yearly gathering with your team doesn’t involve the same actions as designing a big event with potential clients and investors.
Clarifying the type of event
The next step is to define the corporate event you’re planning. Will it be for employees only, or will it be open to more people? Where is it going to happen, on-site or off-site? Will it be a conference evening, a team bonding weekend, or a brand promotion day? The type of event you’re about to organize must be clear right from the beginning.
Set a budget for the event
Determining your budget before starting to plan your corporate event is essential. How much can you spend to make this event memorable and successful? Once you’ve got the answer, we recommend anticipating a little buffer “just in case.” 10% of your total budget should be enough to cover unexpected costs.
Make sure the event aligns with your values
For example, if you promote sustainability and green practices, don’t plan an event that requires flying to another country. Your partners, employees, and customers support you for various reasons, including what you stand for. Taking the plane to attend a corporate event abroad would be a huge disappointment for all those who support you for your engagement for the planet.
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The 29 key actions to include in your corporate event planning checklist
You’re now fully ready to start planning this amazing corporate event! However, the following steps must be adjusted depending on your company’s size and the type of event you’re about to organize.
1. Choose a date for your event
The first step when organizing a corporate event is to pick a date, as this impacts various aspects of the planning process, such as catering reservations, accommodation bookings, venue searches, etc. When deciding on a day, keep your event objectives and type in mind. Also, scheduling conflicts and seasonality should be considered to ensure as many people as possible can attend the event.
2. Create an event planning calendar with key dates and deadlines
Depending on the type and size of your event, you might start preparing for it a year or a month in advance. The longer it takes to organize an event, the more things you need to think about and the more key dates you need to keep in mind, like confirming the catering. Having a detailed calendar with automatic notifications programmed then becomes a most welcomed support.
3. Establish a guest list
Creating a guest list is crucial for having a general idea of how many people might attend the event and how big your venue should be if it takes place outside the office. Is it a private corporate event only for your employees, or is it a more significant event with partners, potential future clients, other companies, and so on?
4. Pick a theme that matches the reason for the event
Depending on your event type, having a theme can be great! It creates a memorable atmosphere and reinforces your company’s culture. It also guides you in your planning process and decisions. A well-chosen theme boosts engagement, fosters team unity, and leaves a lasting impression on attendees. It is undoubtedly a key aspect that impacts the event’s success.
5. Get your employees involved
Whether it is a private event or not, get your team members involved by sending feedback forms and encouraging them to share their ideas and wishes. If the event is organized for them (Christmas party, company anniversary, milestone celebration, yearly gathering…, etc.), including them in the process is even more important. First, it increases the chance for you to get it right. Second, it promotes a people-centric culture. Third, it boosts employee experience.
6. Search for a venue and make visits
You have the date, the approximate number of guests, the theme… It’s time to look for a place to host your event if it doesn’t happen in your company building. Finding the perfect venue can take time, so we recommend you start your research and visit as soon as possible.
⛰️ Here are 12 outdoor team-building activities to do during an off-site event!
7. Consider accommodation options (if needed)
If your event takes place over a few days or is far from your guests’ homes, you might want to check for accommodation options. This increases their chances of attending the event and removes the stress of finding a place to sleep at the last minute.
8. Plan transportation solutions (if needed)
As for the accommodation, it is also crucial that you consider how your guests will get to the event location. Could you collaborate with a transportation company? Would carpooling work? Is there a train driving to this place? Figuring out which transportation is the best should also be a box to tick on your corporate event planning checklist as soon as possible.
9. Double-check your insurance contract
This might not be the first action you consider when planning a corporate event, but making sure your insurance contract covers this event is a must. If not, make the necessary changes before the event.
10. Set up a registration system
Before sharing all the details about the event and sending invitations, you need to create a way for people to register. It can be as simple as answering “yes,” or “no” on your deskbird app. This step is key as it lets you know how many employees and guests will attend. You can then start to plan accordingly.
11. Create irresistible invitation cards for your guests
It’s time to share what you’ve been preparing over the past few days or weeks! Create beautiful and branded invitation cards or emails for all the guests on your list. Make sure they are so catchy that people can’t resist registering and are excited about it!
12. Send invitations to your employees and guests
Once your invitations are beautifully ready with all the details: date, place, theme, diet requirements, etc., send them to your guests’ physical or online mailboxes. Things are getting real!
13. Search for sponsors
You might want to seek sponsors depending on your objectives and the type of corporate event you’re organizing. Brands can either agree to support you financially or provide resources. It is also important to try collaborating with organizations that share your company’s values.
14. Select the best catering fit
Now that you have a venue and an idea of how many people will attend your event, you should start looking for catering providers. What type of food do you want to serve at this event? Should it be more finger food to snack on while interacting with other guests or a gourmet menu to enjoy at a table? Don’t forget your budget too!
15. Think about entertainment options
You may have different entertainment options based on the type of corporate event you’re planning. If you’re organizing a conference, you need to convince speakers to come on stage and participate in your event. But if you’re preparing for an office party to celebrate a product launch, you might prefer to book a DJ for the night! This is, again, a great way to promote your company culture.
16. Book a professional event photographer
A photographer capturing key moments of your corporate event can be a fantastic idea, especially if you want to promote your brand or a new product. Yet, even if it’s a private event just for your employees, having souvenirs in pictures creates a sense of belonging and community.
17. Benchmark event hires for your decor and equipment
Whether you need furniture or specific decorations, checking event hires is necessary when planning a corporate event. They are a great help for all the equipment you need to make this gathering successful. We recommend starting your research early to pick the best match for your needs and budget.
18. Determine the technology you need for the event
First, if you plan to organize an event where people can attend physically and virtually, you need technology that allows them to do so. Second, even for a 100% in-person event, event technology plays a key role in corporate event planning.
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19. Design a seating plan (if needed)
Will your guests be sitting at tables? If so, it’s better to create a seating plan beforehand. It allows you to gather specific people together and helps your catering services in case of dietary requirements (vegetarian, vegan, lactose-free, etc.). It also avoids confusion when guests are asked to sit.
20. Create excitement among employees and guests
To make the event a success, it is key to create excitement among the guests and a little FOMO feeling for those who still doubt their attendance. Between the moment you send the invites and the event date, regularly promote the event and give some hints about the planned activities to get people enthusiastic.
21. Make a detailed schedule for the event
For example, if you organize a Christmas party, detail a time for the start of the dinner, decide when speeches should be given, set an hour for gift sharing if it is part of the event planning, etc. A clear idea of your event schedule is essential for a successful event.
22. Share the detailed schedule
Corporate event planning usually involves more than one person. To keep everyone in the loop, you must share updates and the detailed schedule of the event. This helps maintain alignment and ensure people know their roles and responsibilities at each process step.
23. Promote the event online and offline
The more you talk about the event, the more people will be curious and eager to attend. Promote the event without harassing your employees and guests. In-person, when you see your colleagues in the office, and virtually, by sending email or messages through your Slack channel, for example.
24. Consider a plan B
Having a plan B is crucial in event planning. It helps mitigate unforeseen challenges and guarantees continuity and professionalism if these issues arise. For instance, having an indoor backup location for an outdoor event in case of unexpected rain prevents disruptions and ensures the event’s success despite unfavorable circumstances.
25. Update your budget sheet regularly
Maintaining an up-to-date budget sheet is essential for financial control and transparency during corporate event planning. It allows real-time tracking of expenses, helps identify potential overspending early, and fosters informed decision-making. An accurate budget also enables you to allocate resources effectively and prevents costly surprises.
💸 Learn how to cut office costs to have a bigger budget for your events!
26. Finalize the venue details
As the event date approaches, it is time to finalize the venue details. This is an essential step in your corporate event planning checklist, ensuring everything is in place for smooth execution. It involves confirming logistics like layout, equipment, catering, and staff arrangements. Paying careful attention to these details prevents last-minute issues and enhances the guests’ experience.
28. Communicate any final changes with catering and other partners
Communicating any last-minute changes with catering and other partners about a week before the event ensures all suppliers are aligned with the latest plans, preventing misunderstandings or oversights. Timely updates on guest numbers, dietary requirements, or schedule adjustments allow them to prepare accurately to offer a seamless and successful service.
27. Send reminders as the event date approaches
Tic, tac, tic, tac… One week before and on the event day, we recommend you send reminders to all the guests. These timely notifications ensure they haven’t forgotten the event amid busy schedules. These little notes also build anticipation by highlighting key details and exciting features, increasing participation and enthusiasm.
29. Double-check technology
The final pre-event step is to double-check all event technology one or two days before. This crucial verification ensures that audiovisual equipment, presentation software, and interactive tools function correctly. This will help avoid disruptive technical glitches during the event, ensuring professionalism.
The role of deskbird in-office event planning
As experts in hybrid workplace experience, we’ve created an office event feature in the deskbird app to help you share and promote your corporate events with your team members. Through this functionality, your employees get notified of all upcoming events at work, and they can plan them according to their schedules.
These 29 actions are the key steps on your corporate event planning checklist. However, we recommend you detail each sub-action step to be more organized and prepared. Another important point is to make this list digital so you can access and update it anywhere and anytime. Plus, it lets you easily share your office planning guidelines with anyone involved. Lastly, use technology to support you in coordinating and making your events successful. For example, use deskbird to make sure your employees block the date on their calendars!
Request a free demo of the deskbird app to discover what our tool is about and how it enhances the hybrid workplace experience!
Sources:
- Corporate Event Planning: The Ultimate Checklist, eventbrite.
- An event manager’s guide to corporate event planning, TravelPerk.
- Advanced Checklist for Corporate Event Planning, Skift Meeting.
- Corporate Event Planning: Checklist and Guide, Bizzabo.
