Whether you’re a business owner, event creator, or other professional, there’s no doubt that planning a corporate event is a complex task — and it’s important to stay on top of the process. A corporate event done right has the power to strengthen relationships and leave a lasting imprint, but disorganized planning could result in guests zoning out. Alternatively, a well-planned event can strengthen relationships and add credibility to your brand image.
To take some of the pressure off, we’ve compiled a comprehensive corporate event planning checklist, including pointers that take the stress out of budgeting, ways to find the perfect venue for your event, and business event planning tips that tighten your time management and keep you organized.
Table of contents
What to think about before planning a corporate event
Corporate event planning in 20 easy steps
Corporate planning event checklist
What to think about before planning a corporate event
Get your corporate event management off to a great start by considering the following:
Beyond the basics
Knowing why you’re hosting your event and who you’re hosting it for helps make the planning process more manageable. You can refer back to these things whenever you hit a roadblock to help you stay on track.
- The purpose: This could be to attract new customers, foster a sense of community, or celebrate a milestone — you have many types of corporate events to choose from.
- Your value proposition: It’s the reason why people should come to your event. This also helps create an experience that speaks to your guests’ interests.
- Your target audience: Zeroing in on your audience helps you create an experience tailored to their preferences. We’ll get more into how you can reach your target audience in our checklist for corporate events.
The essentials
You can’t move on in the planning journey without having a rough idea of these critical elements:
- Evaluation/follow-up: How will you measure the success of your event? Some metrics to include are attendance, engagement rate, and attendee satisfaction.
- Timing: When will be the best time to hold your event?
- Logistics: What transportation and other accommodations will you need to arrange?
- Marketing/promotion: How will you promote your event? Which channels will reach your target audience?
- Budget: How much money do you need to bring your event to life? Will you need to bring on sponsors?
The big picture
Regardless of your event’s purpose, the goal is to create a positive experience for everyone. This could be as simple as ensuring the event is accessible or including food options for those with special dietary needs. Also, keep in mind the ambiance you want to achieve. What do you want people to take away from your event?
For instance, a community corporate event might include activities fostering a sense of connectedness; an event geared towards women in STEM would feature hands-on demonstrations or take inspiration from other tech corporate event trends. Everyone should leave your event feeling enriched and ready to RSVP for the next one.
The ways to delight your audience are boundless; check out these 13 memorable corporate event ideas.
Corporate event planning in 20 easy steps
Before you can hit the ground running, go over this corporate event planning checklist. From choosing a venue to securing sponsors, it covers everything you need to know.
Getting started: 8 – 12 months out
In this phase of the event planning process, you’ll generate ideas and lay the framework for success.
1. Establish your goals and objectives
This will create a clear direction for your event, and your goals will help make decision-making easier. Understanding what you want your event to look like will help you prepare details that align with that vision.
- What is your conference or corporate event’s purpose?
- How many people do you want to attend in person or watch your livestream?
- How much do you want to make if your event must turn a profit?
- Where will you host your event?
- Will your company event be in-person or hybrid?
- How many attendees do you expect?
If you’re planning for long-term financial returns for your event, consider creating an event business plan. This will ensure you stay on budget and helps you keep track of key metrics.
2. Put together a rough budget
Creating a realistic budget determines the cost of the event, and it helps ensure that you stay within your means. Here’s how:
- Borrow similar figures from past events for a baseline
- List all necessary expenses
- Fill in the holes with educated guesses or research cost estimates
Sometimes, unexpected expenses pop up. Set aside a contingency budget to cover these expenses in case they arise.
3. Choose a format and theme
A theme sets the tone for the event and gives you a guiding framework. A well-designed theme amplifies the event’s purpose and drives home your message. The format for your event matters, too.
If you want to create a sense of community, choose an in-person event. If you want to increase accessibility and reach a wider audience, consider going virtual.
If you’re planning to offer a hybrid option, keep in mind that special considerations must be made, including setting up technology for streaming and selling tickets. Don’t wait until the last minute to plan that side of your event.
Here’s what you can do to find the perfect theme and format for your event:
- Brainstorm formats that will fit your goals — think back to your event objectives
- Outline who’s attending your conference or corporate event and select a theme that resonates with your audience
- Think about what would reflect the brand
- Gather input from your stakeholders, such as sponsors, team members, and industry experts — their feedback will help you create a theme that resonates with them
4. Choose a location, a venue, and vendors
A prime location is critical. Not only do you want a nice spot to host the event, but it should also be easily accessible. Consider the proximity to transportation such as buses and trains.
Your venue will depend on the size of your event. It should have enough space to hold your entire guest list plus a little more — people should be able to move around comfortably.
To help you choose the right venue, ask yourself the following questions:
- What is the capacity limit of the venue?
- How much does the venue cost? Does it fit your budget?
- What geographic area is best for your event?
- How many people will be attending your event?
- Will WiFi be provided? Is there livestreaming support?
- Is audio-visual equipment included?
- Does the venue have the infrastructure you need?
- Are there local vendors you can rely on?
- Does the venue have a kitchen for caterers? Will they provide catering?
5. Select a date
The date of your event should take be convenient for attendees. Also, avoid scheduling during busy periods, such as holidays, when people have other commitments.
Here are essential tips for choosing the best date:
- Choose an optimal date and a second-best for backup when getting sign-off, and maybe even a third date — just in case
- Check with your venue and verify that date isn’t already booked
- Review your company’s calendar and avoid scheduling your event too close to important meetings or deadlines
6. Create your guest list
Unless your event is open to the public, it’s wise to curate your guest list. Knowing the number of attendees helps you balance your budget and plan other aspects of your event.
Your guest list will also align with the goal of your event. For example, if you’re hosting a product launch, you might invite investors or loyal customers.
Here are more ways to assemble an attractive invitee list:
- Think back to your event’s purpose and target audience
- Keep in mind your venue’s capacity limit — also know how many people you need to have a successful event
- Identify key stakeholders, like customers, employees, clients, and investors — create categories if necessary
- Tap into your professional network
- Collect contact information and maintain a database
Once you’ve established your guest list, get creative with your business event invitation. Your invitation should include the basics like date and time, but also tease what guests can expect.
7. Research speakers
Bringing on the best speakers ensures that your event is engaging. Plus, you want to choose a speaker that reinforces your event’s purpose.
Below are ways to narrow down your search:
- Research speakers who have spoken at company events similar to yours
- Compile a list of your ideal speakers
- Remember your budget — compare the costs of different speakers on your list
- Contact your ideal speakers and invite them
- Consider the speaker’s reputation because it could impact the perception of your event. Your speaker should align with your company’s values
- Identify any other entertainment ideas you can add
8. Start your sponsor search
Sponsors can help provide support and resources for your event. Some can offer a cash donation, while others can provide food, drinks, merchandise, or services. Getting a sponsor can also help increase your reach and broaden your audience.
Here are some expert ways to snag a sponsor for your event:
- Determine what kinds of activations to offer. Will you have live streaming or VR at your event? Can you incorporate an interactive component? Keep those ideas in mind when researching sponsors.
- Look at similar events, luncheons, and banquets to yours and see who sponsored them.
- Perform an online audit of your brand — ensure that your online search results represent your company well.
- Compile a list of your ideal sponsors.
- Segment attendees to understand their value to sponsors
- Determine the market rate of your sponsorship packages
Getting granular: 3 – 4 months out
With the foundation built, the next phase in your planning process confirms the details for your conference, banquet, or company event before registrations open.
9. Finalize speakers
Confirming speakers 3 – 4 months out allows them enough time to prepare presentations. It also gives you more time to coordinate the logistics, such as audio-visual equipment and stage setup.
Here’s what you need to do:
- Sign your speakers, panelists, and any other planned entertainment
- Get bio information and photos
- Arrange travel and accommodation
10. Organize your financials
Checking in with your budget keeps you from overspending, allowing you to make changes and adjust when necessary.
Make budget monitoring easier with these key tips:
- Choose your ticketing or registration technology
- Finalize sponsors and their contributions
- If you are selling tickets, set your ticket prices for VIP and early bird sales
11. Build your branded website
Your website is a centralized location where attendees can find information and updates about your event. A well-designed site also establishes a strong brand presence and increases visibility.
Here are the boxes you need to check:
- Update your site (if it’s a recurring event) or build your new event’s site. Craft copy and images that faithfully communicate the attendee experience
- Make sure your website infrastructure can handle the increased traffic during peak times
- Ensure your website is mobile-optimized
12. Begin to promote your event
A marketing timeline will give you an overview of what needs to be addressed. Planning your marketing efforts helps you target your audience and maximize your reach.
When planning your corporate event marketing, you could do the following:
- Develop a messaging doc aligned with your event brand
- Spark early interest with email and social media
- Reach new event-goers with paid advertising and event distribution
- Distribute your event via online event calendars
- Write blog posts about your event
- Create a promo video
Check out these 29 creative event promotion ideas for more ways to market your event.
13. Finalize venue details
A list of responsibilities might include the following:
- Work with the caterer on approving the menu
- Secure A/V equipment and WiFi
- Review security needs and plans with your team
- Make sure you have special permits (such as a special event permit if it takes place in a public area), licenses (are you required to obtain an alcohol license?), and insurance (event insurance protects you from being liable if someone were to get injured)
- Determine event signage and attendee communication plans
- Secure signage that highlights these safety protocols to minimize attendees’ fears
14. Draft a schedule
Crafting a sample corporate event agenda helps you manage your time effectively. Doing this early in the planning process lets you make adjustments and create a captivating experience for your audience.
Here’s how you can do it:
- Put together a working draft of your event’s schedule
- Balance your agenda and avoid front-loading speeches or having one panel after the next
- Think about flow and what times of day people tend to get tired or want to take a break
- Incorporate interactive activities and icebreakers
Finalizing details: 2 months out
With only months before the big event, you can build excitement and (if you haven’t sold out yet) urge interested attendees to register before it’s too late.
15. Send reminders
Reminders help stimulate attendance and create anticipation for your event. It also assures that all your partners are on the same page.
- Engage invitees on email and social media
- Reach out to speakers, panelists, and sponsors to ensure they’re taken care of
- Contact vendors to confirm their commitments
16. Push promotions to meet your attendance goals
It’s the final countdown! This is the time to turn up your promotional efforts. Here’s what that might look like:
- Rekindle interest with retargeting, a technique that serves relevant ads to past visitors.
- Encourage last-minute buyers to register by email and on social media.
17. Prepare for last-minute changes
Expect the unexpected — but also be prepared. Handle curveballs by doing the following:
- Design a backup plan should your in-person event shift to a virtual format.
- Keep attendees updated on any change in plans.
The week before your corporate event
Your event is a week away, and you’re probably excited — but the work isn’t done yet. Use this checklist to manage the finishing touches.
18. Finalize the event schedule & scripts
This is the time to review and revise your schedule and make adjustments if needed. Ensure things run smoothly by handling the following:
- Make sure everyone has the same schedule
- Get sign-off on any speech scripts
19. Communicate final details with your partners
- Update the caterer and venue with final registration numbers
- Double-check the A/V equipment and WiFi
- Confirm your schedule with vendors, including when to arrive and set up
20. Stay in touch with attendees
Keep an open line of communication with guests — not updating them can cause confusion and leave a bad impression.
- Keep attendees informed of any changes in event delivery caused by changing restrictions
- Use Eventbrite Boost to send timely and automated reminders to attendees
Corporate planning event checklist
Use these actionable steps to organize a successful corporate event:
1: Set a goal for your event
2: Create a budget
3: Determine a theme
4: Choose the location
5: Select the date
6: Curate your guest list
7: Find speakers
8: Search for sponsors
9: Finalize the presenters
10: Organize your financials
11: Build a website
12: Promote your event
13: Confirm the venue
14: Draft a schedule
15: Send reminders to partners and attendees
16: Complete last-minute promotions
17: Establish a backup plan for changes
18: Finalize agenda and speeches
19: Finalize details with partners
20: Update attendees
Stay competitive with the leading event planning platform
Prepping for a corporate event can be overwhelming, but having a step-by-step plan makes the process easier. Whether you’re a seasoned pro or a newbie, following our corporate event planning template will help you create a positive experience for your business and attendees. Grow your corporate event with Eventbrite.
