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CORPORATE EVENT PLANNING CHECKLIST

to keep you on track every step of the way

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PRE EVENT

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Project Management

Set your event objectives, budget, schedules, and deadlines. Name it. Identify key staff roles and responsibilities. Define key milestones and critical deadlines. Allocate specific tasks and action items. Agree upon team communication, reporting and meeting expectations. Always keep the event budget up to date, use estimates until firm prices are received. Flag any overspend and identify where cost savings can be made.

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Venue Research and

Contracting

Identify potential locations and venues. Create a shortlist. Check availability and pricing. Organize site visits. Negotiate terms and specifics with the venue. Sign venue contract. Look critically at how the event will flow and fit.

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Talent, Stakeholders and Suppliers

Confirm availability/details with speakers, performers and special guests. Coordinate accommodation room block and travel as necessary. Speak to sponsors, partners, exhibitors and other stakeholders early. Talk to vendors and get prices and advice. Ensure all key people have the date blocked.

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Confirm registration/RSVP process

Get sign off from the legal team and senior management as required. Set up the online event registration process, even for free events. Confirm the deadline to RSVP/confirm attendance. Establish notifications about the event and requirements/request to attend.

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Program

Confirm the program. Ensure there are enough breaks and down time and that timings are realistic. Establish the times for setup and attendee access. Clarify the venue/room leave time.

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Branding

Design and use a specific event logo if appropriate. Develop branding and identity guidelines. Gather logos from partners and sponsors. Double-check agreements for logo placement and branding.

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Communications

Create plan to follow up on RSVPs/boost ticket sales. Pre-event information for attendees Create onsite team communication plan. Note quickest way to communicate with key personnel the day of. Create issue escalation plan.

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Venue

Create room allocations and layouts of the space. Note configuration options. Familiarize the team (staff, exhibitors and suppliers) with specific unloading, load in/load out, parking and goods lift information. Discuss specific instructions for evacuation and guests with accessibility issues. Confirm the key points of contact for the planning process and day of. Note the deadline to complete final Banquet Event Order (BEO) and give final details to the venue. Test WiFi bandwidth. Boost, upgrade or find alternatives as required. Return BEO by the deadline.

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Catering

Confirm the event catering. Agree catering timings and service. Discuss ways to limit lines and serve efficiently. Confirm final catering numbers and dietary requirements. Make arrangements for staff, crew and VIP catering.

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Speakers and Performers

Brief speakers/performers on requirements, specifics, expectations, and audience. Sign contracts with external presenters, including content deadlines, filming and photography. Brief on AV set up and any event tech to be used. Confirm rehearsal timings and contact numbers.

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Marketing and Social

Media

Create an event marketing plan in keeping with your goals for the event. Encourage networking opportunities and connections prior to the event . Brief the photographer and/or videographer on key shots and footage required. Establish deliverable turnaround times. Create a policy for event photographs and filming.

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Event Technology

Research event technology options, watch demos and get quotations from suppliers. Shortlist and choose the best solution. Train staff. Brief and share with the relevant people. Set up the event tech. Implement tech and communicate to attendees. Provide tech support and encouragement to maximize ROI. Ensure charging stations and sockets are available.

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Meeting Design and

Engagement

Discuss aims of the event, challenges and specifics with the facilitator/MC/Chair. Think about ways to maximize learning and outcomes. Consider delivery, engagement, and room layout. Help presenters get the most from their session. Think about the overall plan of the day. Consider methods of measuring effectiveness and outcomes.

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Vendors/Suppliers and

Staff

Conduct meetings and site visits to finalize event specifics. Sign agreements and contracts as vendor specifics are confirmed. Brief staff on the event and questions they can expect. Establish protocol for answering questions. Communicate staff dress code, specific timings, roles and responsibilities.

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Audio Visual (AV)

Book/confirm AV. Ensure the stage accommodates necessary pieces. Check all presentations, graphics and visuals and link them. Check the number and type of microphones and when mic changeovers will take place. Establish when the AV team will have access for set up. Schedule and conduct rehearsals and run throughs, as necessary. Establish contingency plans for technical issues.

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Branding, Event Styling

and Decor

Scout event branding and signage opportunities. Establish specific formats and deadlines for items like digital signage. Think about banners, signage, printed panels, step and repeats and other event items. Order them as necessary. Ensure the theme flows throughout the event. Create impact, the wow factor and photo opportunities. Consider the linen, table settings, flowers and centerpieces.

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Health and Safety

Ensure relevant permits and licenses and adequate insurance cover. Make arrangements for security, bag checks, etc. Check risk assessments, method statements and insurance documents from vendors, exhibitors, performers, etc. Identify risks by creating a risk assessment. Establish contingency plans. Share copies with relevant people.

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Final Preparation

Check your lists. Send out final reminders. Perform necessary final walk throughs and rehearsals. Do final briefings and checks.

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SET UP, LIVE EVENT AND DE-RIG

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Final Checks

Check number of chairs and layout. Check necessary components are ready in the relevant rooms. Check branded elements carefully. Test WiFi. Talk through key timings with the event team. Check toilets are clean and operable. Restroom should be stocked with soap, toilet rolls, and hand towels. Ensure you know how to control the fixtures for participant comfort. If last minute items are needed, establish authorization and purchase process. Check in with all suppliers to make sure they are ready and there are no issues.

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Check-In and Meet and

Greet

Brief all registration staff. Ensure they know where attendees, presenters and VIPs should be directed to. Ensure staff are in place to meet VIPs and escort them to the relevant person and place. Notify the relevant staff when key people arrive so they are ready to receive them. Test barcode scanners/tablets and badge printers.

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Catering

Talk through the timings and details with the catering manager on any last-minute changes and dietary requirements. Verify the procedure for special dietary requirements. Check the riders for the performers. Check that glasses and water are available for presenters and performers on stage and back stage. In the case of additions, agree upon who has authorization for these items and the procedure. If there is a surplus of food, make arrangements for it (donation, etc.).

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Event Technology, AV

& Production Do final tests and checks. Introduce performers and speakers to the AV team, senior management and other presenters as relevant. Check sound, lighting, presentations, video, cues, technology during the rehearsal/briefing. Agree on speaker specifics. Check off speakers and performers as they arrive. At the end of the event, get copies of final presentations, data from event tech, etc.

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Health and Safety

Do a final walk through. Check you have signed off completion forms and final paperwork you need from exhibitors, the AV team, venue electrician, etc. Confirm whether any test fire alarms are planned. Make sure the host knows the evacuation procedure and shares it with attendees. If health and safety incidents occur, make sure the details are noted in full, including statements and contact details for those involved.

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Health and Safety

Do a final walk through. Check you have signed off completion forms and final paperwork you need from exhibitors, the AV team, venue electrician, etc. Confirm whether any test fire alarms are planned. Make sure the host knows the evacuation procedure and shares it with attendees. If health and safety incidents occur, make sure the details are noted in full, including statements and contact details for those involved.

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POST EVENT

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Project Management

Get feedback from staff and stakeholders immediately. Set up a debrief meeting with the venue. Ensure the final bill tallies with expectations and authorizations on site. Run reports to analyze and measure the data. Analyze whether the event objectives were achieved. Send out a follow up survey to attendees. Finalize your budget, including any expenditure authorized during the live event.

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Presenters and Vendors/

Suppliers

Thank presenters and performers. Share follow up information like session feedback and images. Thank and gather feedback from suppliers. Report back on learnings and improvements for the future. Check final invoices from vendors against budget projections.

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Staff and Inventory

Ask staff to record their observations and any suggestions for ways to do things differently. Gather feedback from all parties. Set a date for the debrief meeting. Check off items as they arrive back at the office. Coordinate thank you cards and gifts, as appropriate.

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Marketing & Communications

Share further resources, presentations, images, etc. within the timeframe promised. Update the newsletter and intranet as relevant. Work to continue the internal buzz, conversation and learning. Consider issuing a post-event press release. Communicate with the photographer on any images you need immediately as part of the press release. Coordinate your post event emails and communications. Notify attendees of survey and where to access the promised resources.

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that’s all