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A series of articles about all facets of event planning with helpful hints, planning ideas, sample schedules and budgeting tips from the B&E Team.

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Monday
Sep152014

Checklist, Profile & Scheduling

 

The first step in creating a successful corporate event is to create and follow a planning checklist. This how-to guide not only will help to guide and inspire you during the planning process, it will help make sure no detail is lost.

Things to think about when creating your Corporate Event Planning Checklist: 

WHAT ARE YOUR NEEDS FOR THIS EVENT?
Make a list of what your immediate needs are. Will you need a facility, or can you do it at your own location, home, or business? Will you need to arrange transportation? Air or ground? Will you include food and hotel lodging for your event guests? Will you need meeting rooms and function space? Will you need audio and visual equipment? Will you need printed materials, signage, or extra staff?  From this general list you will naturally develop a sub-category of questions including: site selection criteria, room rates, bus or shuttle, etc. And then the fun begins... negotiating what you want. 

DETERMINING YOUR SCHEDULE OF EVENTS
Determining the schedule of an event needs to start in the initial planning stages. Changes will occur, but having a sense of timing for the various aspects of a two-hour meeting, a one-day seminar, or a five-day conference, will help set the groundwork for selecting the site and vendors. Decide what types of activities your group will be involved in during your meeting or event. For example: business portions, social portions, recreation free time, exhibits, etc. Begin to map out a schedule of events.

CHECKLIST 

Pre-Event

  • Determine what your goals and objectives are for the event
  • Set a budget
  • Identify possible dates and venues
  • Determine event theme
  • Prepare a preliminary agenda and guest list
  • Determine needs – staff, sponsors, exhibitors, speakers, press, photographer, catering, bartender, décor, DJ, entertainment, etc.
  • Determine hotel and/or transportation needs
  • Publicity plan/PR – press releases, invitations, calendar notices, etc.
  • Determine printing needs – invitations, programs, etc.
  • Create preliminary day of event workflow

Event Day

  • Set up/monitor rentals, supplies, food and beverage, etc. 
  • Hold a pre-meeting with staff to review responsibilities and procedures
  • Enjoy your event! You’ve planned well for this and it will pay off.        

Post Event

  • Reconcile financials
  • Prepare and mail out thank you
  • Share your event socially