An event planning checklist is a great way to make sure you don’t miss anything during the build-up to your corporate event. However, many people start their corporate event planning timeline far too late, leaving a stressful scramble to book a venue, suppliers, entertainment and accommodation.
Our event planning guide is here to ensure that doesn’t happen, giving you a systematic 12-month event planning checklist to follow that covers all the bases. For more direct help when planning a corporate event, contact Absolute Venues and we’ll be happy to help you work out a sensible timeline leading up to your next conference or seminar.
Why every successful event starts with a plan
This event planning guide is a template you can use when creating your own plan for a corporate event. Once you have a plan, you know the route – and the timeline – you need to follow to get everything in place well in advance.
Absolute Venues can help you to secure your first-choice corporate event venue, on the dates you want your event to take place. This is the strongest possible start to the process. You might face some turbulence along the way – preferred suppliers might not be available on the exact dates you need – but planning in advance gives you breathing space to find alternatives.
In many cases, we can help with that too, whether it’s suggesting travel and transport, or finding overnight accommodation close to your venue. There are very few obstacles that cannot be overcome.
The benefits of following an event planning checklist
An event planning checklist is not a rigid instruction book for planning an event. Instead, it’s a resource you can refer to as you move through your event planning timeline. You might not need it for every single decision, but when you do come back to check your event planning guide, you might notice something you’ve missed.
That’s the biggest benefit of all: your checklist fills in the gaps in your corporate event planning, helping to ensure that you’re not missing any essentials on the day. And there are practical and financial benefits too. In-demand venues and suppliers get booked up well in advance. By contacting them early, you can secure the dates you want AND negotiate earlybird discounts on booking fees.
12-6 Months Before Your Event
Our corporate event planning timeline starts a full year out from your event. That might not be exactly 365 days, but it’s a good rule of thumb for when to start the planning process.
Define your event objectives
What kind of event do you want to host? A corporate away day for internal employees, a shareholders’ meeting, or a networking event? Knowing what you want to achieve is a great way to start your planning process.
Set your budget
Decide how much you want to spend. Will you sell tickets? Will you ask employees to buy their own food and drink? Look for fee-free services like Absolute Venues’ corporate event venue finder service, which can help your budget go further.
Book your event venue
It’s a good idea to book your first-choice venue as early as possible. You might get a better rate, and you’ll get peace of mind that you have secured access to it. Suppliers will want to know where your event is taking place before they commit to working with you.
Secure key suppliers
Get dates and prices agreed in writing with any key suppliers. The best-laid plans can be undermined by a single supplier pulling out at the last minute, so work with trusted providers who are prepared to sign contracts months in advance.
Plan your event agenda
With the basic facilities and services in place, you can start thinking about the agenda for your event. For major corporate events such as conferences and conventions, you may need to publish a detailed agenda months before the event takes place.
6-1 Months Before Your Event
The last six months of your event planning timeline should be about the admin of who’s going to attend, including delegates and speakers. This time will go fast, so be ready to tie up loose ends as soon as you can.
Manage invitations and RSVPs
When you’re ready, send out invitations. Give people plenty of time to check their calendar, make transport and accommodation arrangements, and so on. But also set a deadline for RSVPs and chase up anyone who doesn’t reply on time.
Finalise catering and logistics
Keep in close contact with the venue, third-party caterers and any other logistics providers who will help you to deliver your event. Look out for any warning signs from external suppliers and be ready to switch to a more reliable provider if they pull out.
Confirm speakers and entertainment
If your event includes entertainment and/or guest speakers, keep an open dialogue with them too and check that they are still available. Think about how you will fill the time if someone doesn’t make it on the day.
Review your event schedule
Go over your itinerary with a fresh pair of eyes. By leaving yourself plenty of breathing space from writing out your agenda for the first time, you can sometimes spot details you missed, such as allowing time between sessions for delegates to reach the appropriate room.
The Final Week and Event Day
The week of your event is really the last minute – you shouldn’t be doing any actual planning at this stage.
Complete your final venue checks
Speak to your venue. Check that you will have access to all the necessary areas of the venue when you need it, especially if there is an event the day before and/or the day after yours.
Confirm suppliers and timings
Ring round your suppliers and verify exactly what time they plan to arrive. Try to allow for them getting to the venue early, or being delayed in traffic.
Prepare your event team
Have a team of trusted employees who will help you to coordinate events on the day. This is a great opportunity for individuals to step up and prove their ability, as well as to give them a sense of value and importance.
Deliver a successful event
Enjoy the day, but don’t drop the ball. A well-planned event should run smoothly, but you still need to steer the ship. But with our event planning checklist, you have a better idea of the different elements it takes to deliver a successful event.
Why choosing the right venue makes event planning easier
Your venue is probably the single most important decision you will make when planning a corporate event. It sets the scene, provides the facilities, and gives you the different seminar rooms and breakout spaces you need to deliver your agenda.
The right venue isn’t just about the size and number of rooms. It’s about the scenery, the food and drink, the professionalism of the staff, and sometimes the overnight accommodation. Absolute Venues understand this – it’s what we do. Whether you have accessibility requirements, a very specific size of event in mind, or you’re looking for something truly unique, we can recommend some suitable options for free.
Let Absolute Venues help you find the perfect event venue
Absolute Venues have been helping clients to find the perfect corporate event venue since 2002. Our network of partner venues stretches across the UK and Europe, and we can recommend premises and locations that are an ideal match for your needs. To get started, contact Absolute Venues today. You can email [email protected] or call us on +44 (0)161 929 4948.
Frequently Asked Questions
What should an event planning checklist include?
An event planning checklist should be a comprehensive step-by-step guide to booking a venue, signing contracts with suppliers, inviting guests and delivering your on-the-day itinerary.
When should you start planning an event?
We do get last-minute venue booking enquiries, but in general we recommend you start planning any major event around a year in advance.
How far in advance should you book an event venue?
As early as possible. Your venue shapes your event in so many ways, and popular locations get booked up well ahead of time. Try to choose a corporate event venue about 12 months before the event itself – and make sure you secure your booking!
What is the biggest challenge in corporate event planning?
Time. With enough time, almost any obstacle can be overcome. Leave it too late and preferred venues and suppliers become unavailable, forcing you to pay more for potentially a lower standard of service.
What should be included in an event planning timeline?
An event planning timeline is similar to an event planning checklist, but it can help you to map each step onto your calendar for the year. Know what you need to do at each stage along the way and, crucially, how far in advance you want to have each stage settled.
How do you create a successful corporate event?
Planning. We know it’s tedious – that’s why we’re here to help you with our free corporate venue finder service. But planning in advance is far preferable to a chaotic on-the-day experience.