Corporate Event Planning Checklist: Part Two

Corporate Event Planning Checklist: Part Two

As a corporate event draws nearer it is important to confirm finer details to ensure nothing is left to chance! A corporate event venue with high-level custom service will at this time step in and assist you with planning and often schedule a pre-event meeting. Of course on the day and post event both have their own requirements that you will need to manage. To see the Corporate Event Planning Checklist: Part One please click here. 

Before 1 week
  • Reconfirm arrival times with guest speaker, entertainers and suppliers 

  • Send a timeline and run sheet to all stakeholders 

  • Finalise script and email to all stakeholders 

  • Send the final guest list to the event venue including special food requests, dietary requirements etc. 

  • Determine security needs and liaise with venue on legal and venue requirements 

  • Create name tags of all registered attendees if required 

  • Have a meeting with the in-house venue coordinator and go through all details  

Before 1 Day

  • Finalise timeline and re-issue as required 

  • Finish up last minute details and admin 

  • Update budget reflecting to-date status 

  • Confirm staff/volunteer responsibilities and brief as required 

  • Confirm delivery times with all your providers and bump-in procedure 

On the day of the Event

  • Get to the event space early and supervise deliveries and bump in 

  • Do a walk-through of your event space and check all set up is as briefed 

  • Check with your technicians for any potential problems with the technical setup

  • Hold a final rehearsal and check the sound and lighting

  • Set up registration or seating charts etc. 

  • Encourage your guests to be active on social media, which will help to promote your company – set and share a hashtag for your event if relevant 

  • Be sure to continue to keep cross checking run sheet and ensure that things run to plan. If events are delayed be sure to manage subsequent impacts i.e. if a speaker runs late and lunch is delayed, brief the onsite coordinator. 

  • Manage bump out and ensure event space is clear per venue contract  

After the Event

  • Write up a report debriefing the event then schedule a meeting with stakeholders for any other feedback or review 

  • Finalise all post event payments 

  • Touch base with all suppliers and give feedback as relevant 

  • Save all budget and vendor information, so that you can use it as reference next time!  

At The Epping Club our facilities can accommodate groups from 4 guests to 600 pax with break out rooms and catering areas easily accessible. Each function room is fully equipped with state of the art audiovisual technology including free wireless Internet connection, data projection, web casting and video conferencing facilities. The Epping Club is also able to offer registration and pre-conference areas, full business administration support and a large variety of catering options and menus. If you are looking for a corporate event venue in North Western Sydney, the Hills District or servicing Macquarie Business Park please contact us for more information.