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Planning a Corporate Event Checklist

Your checklist to plan a successful corporate event.

Most businesses are trying to get back to a sense of normalcy, so it’s not too surprising that corporate events are being planned across the nation this year. As long as the health and safety of your employees is considered, then these types of events can do a lot to boost morale and get people excited about their careers and workplaces.


As with any event, holding a corporate get-together has a lot of moving parts and many details to sort out. To help you get started, our event rental experts have compiled a corporate event checklist that covers the most important issues.


Follow this list and your corporate event will go off without a hitch.


Establish the Event’s Goals

The first thing you’ll want to do is establish the event’s goals because that will dictate several other details you’ll need to figure out. You’ll need to take the type of event into account, whether it concerns employee appreciation, investor announcements, product introductions, etc. This will determine other items on your corporate event checklist from the budget and venue all the way to your food and beverages.


Decide on a Proper Date

Next up, you’ll want to figure out exactly when you’ll be holding the event. Some corporate events are held at very, very specific times due to product launches or important company announcements, which makes them time-sensitive. You’ll also want to ensure that the people who you want to attend will be available to do so. This is especially true when you have your heart set on a particular speaker for the event.


Figure Out the Event’s Budget

Once you’ve ironed out the basic details, it’s time to start planning your event’s budget. There are several different items on this corporate event checklist that you’ll need to take into account, such as the cost of a venue, any items you’d like to purchase or rent, the type of food you’ll be serving, etc. You should also give yourself a bit of leeway in case there are unexpected expenses involved.


Create a Venue Shortlist

Unless the location is a foregone conclusion, you should create an event venue shortlist. The venue will often have a lot to do with the overall cost of the event, so this is definitely something you’ll want to figure out as soon as possible. If it’s appropriate, you should ask employees or co-workers if they have any preference over where the event will take place.


Consider an Event Planner

Some corporate events can have hundreds of little details to deal with, which can be quite time-consuming and overwhelming. If you don’t have the time or inclination to deal with all of these details yourself, you should consider hiring a professional event planner. This person knows all about creating their own corporate event checklist and will ensure that everything goes smoothly.


Make a List of Rentable Items

Many of the items needed for your corporate event can be rented instead of purchased. These include things such as:

Renting even basic items is often preferable for a variety of reasons such as matching the event theme, not worrying about items being unavailable, and having a professional deal with set-up and take-down of the items.


Consider Health Guidelines

Although life has gotten a bit more back to normal in recent months, it’s important to remember that we’re still in the middle of a pandemic. This means you should consider the health guidelines that are required either by the venue itself or your own company’s rules. Wearing masks and social distancing are two basic guidelines that a lot of people are still following, but you may also want to have someone checking temperatures at the entrance to the event just to be safe.


Organize Food and Drinks

For most events, you’ll want to serve a variety of food and drinks. This could be anything from a lavish, sit-down dinner to providing concessions and snacks in a more relaxed atmosphere. Depending on the size of the event, you may want to hire a professional caterer or rent a few pieces of catering equipment so that you can handle the task yourself.


Clean and Disinfect the Venue

Planning an event has always involved making sure that the venue was clean, but there’s now an even bigger emphasis on health and safety. Speak with the venue owner to see what types of cleaning and disinfecting they’ll perform to make sure that it meets your standards. If the venue is of a more personal nature, including within your own facility, we’d recommend hiring a cleaning crew prior to the event.


Send Out Event Invitations

After you’ve decided on all the basics, then you’ll need to send out the invitation. This includes business associates, employees, guest speakers, and anyone else who may want to attend. If you’re not sure how many you expect to show up, then it’s a good idea to use invites and social media platforms where people can send you an RSVP to help you get a more accurate count.


Follow Up with the Attendees

Even with electronic reminders and calendars on our phones, many people forget about an event if some time has passed since being invited. There’s no exact timeframe, but sending out a reminder notice two or three weeks prior to the event is probably a good idea. This is also a good time to check on any guest speakers to make sure that all of their accommodations are being met properly.


Contact Elite Events & Rentals for Help With Your Corporate Event Checklist

There are many tasks to complete for a corporate event, but the end result is always worth the effort. Elite Events & Rentals is the leader in party rentals in Tampa and the surrounding areas. If you need help completing your corporate event checklist or have any questions about our rentable party event products, contact us by calling (727) 791-7082 today.