It feels like there are a million things to think about when you are responsible for event management. This list contains the items that I have found are needed for most corporate events. Of course, good planning is essential, but always be prepared to expect the unexpected!

Proposal

  • receive initial instruction from client that event is required
  • meet to discuss requirements
  • agree a venue
  • agree agenda
  • agree a budget
  • draft initial proposal and send to client for approval.

Guest list

  • keep an up-to-date database for client
  • send to client for updating before the event
  • use for name badges
  • bring final version to the event for reference.

Invitations

  • get designed (check branding guidelines)
  • get approval from client
  • decide whether to email, post or both
  • select  guests from approved guest list
  • send to printer if required
  • give key notes speakers / VIPs plenty of notice.

Catering

  • agree what type is required e.g. lunch, finger buffet, tea and cake
  • find and instruct caterer
  • order cutlery, glassware, table cloths
  • cater for vegetarian and vegan if required
  • visit the venue to check logistics.

Logistics

  • audio visual requirements
  • furniture, marquee, umbrellas
  • parking
  • disabled access
  • toilets
  • health and safety.

Press pack and media

  • ensure media receive an invitation and agenda
  • instruct and brief photographer
  • write and approve pre-launch press release
  • insert into press pack:  press release, CD of images, relevant business cards, agenda, brochure and other information.

Gifts

  • decide if a presentation to VIPs is needed e.g. flowers
  • order corporate merchandise (ensure sufficient lead time).

Good luck!

Click here to download this free Launch event checklist – essential for anyone planning a corporate event.