Corporate Event Planning Checklist

12+ Weeks Out — Foundations

• —Define the event objective — what does success look like, and how will you measure it?
• —Set the working budget range, including a contingency of 10 to 15 percent
• —Confirm the event date (check against holidays, major local events, and key stakeholder availability)
• —Establish the approximate headcount range
• —Define the event format: seated dinner, standing reception, conference, hybrid, outdoor
• —Identify who is responsible for approvals and sign-off
• —Begin venue sourcing — shortlist three to four options before making contact
• —Confirm venue availability for your date and hold it pending contract
• —Issue the venue contract and review cancellation and F&B minimum terms before signing

8–12 Weeks Out — Vendors and Logistics

• —Brief and shortlist AV vendors if staging, sound, or screens are required
• —Shortlist catering vendors and request menus and pricing
• —Confirm entertainment needs: MC, live band, DJ, keynote speaker, or none
• —Confirm photography and videography requirements
• —Establish the guest list process: who manages invitations and RSVPs?
• —Send save-the-dates if lead time is above 10 weeks
• —Confirm dietary collection process for catering
• —Draft the run of show (event timeline) for review
• —Confirm AV vendor and issue contract
• —Confirm catering vendor and agree on menu structure

4–8 Weeks Out — Confirmation and Preparation

• —Send formal invitations with RSVP deadline
• —Confirm entertainment contracts
• —Confirm photography and videography contracts
• —Begin dietary management: collect and compile guest dietary requirements
• —Confirm venue setup requirements: tables, staging, AV positions, load-in windows
• —Build the detailed production schedule for the event day
• —Confirm vendor arrival and setup times
• —Order any branded materials: signage, name badges, printed programs
• —Confirm parking and transportation logistics for guests
• —Brief all vendors on the final run of show

1–2 Weeks Out — Final Checks

• —Send final headcount to caterer
• —Confirm dietary list has been shared with catering team
• —Conduct a site visit if you have not already
• —Brief on-site team on roles and responsibilities
• —Confirm all vendor arrival windows and contact numbers
• —Print and prepare all physical materials
• —Confirm contingency plan for any weather-dependent elements
• —Prepare day-of emergency contacts list
• —Share final run of show with venue coordinator and all vendors
• —Confirm AV tech rehearsal time if applicable

Event Day

• —Arrive with sufficient time before the earliest vendor
• —Supervise venue setup and confirm against the production brief
• —Confirm AV tech check is complete before guest arrival
• —Confirm catering service timing aligns with the run of show
• —Brief any on-site staff on their roles
• —Have a physical copy of the run of show and all vendor contacts
• —Monitor the event against the timeline — stay ahead, not reactive
• —Document any deviations for post-event review

Post-Event

• —Confirm photography and video delivery timeline with vendor
• —Review and approve all vendor invoices
• —Send thank-you notes to speakers, entertainment, and key stakeholders
• —Gather feedback from attendees if applicable
• —Conduct an internal debrief: what worked, what to change next time
• —Archive all vendor contacts and contracts for future reference
• —Close out the event budget and compare actuals to planned

This checklist covers a standard full-service corporate event. Some items will not apply to every event format — a team building afternoon requires fewer steps than a 300-person gala. Adjust based on your event's scope, not the list.

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