EVENT CHECKLIST
Comprehensive Checklist for Planning and Executing a Corporate EVENT
1. Pre-Planning Stage
Define the Purpose and Objectives:
Is the event purely celebratory, or will it include employee recognition, networking, or fundraising?
Set the Budget:
Allocate funds for venue, entertainment, catering, decorations, and miscellaneous expenses.
Reserve a contingency budget for unexpected costs.
Create a Timeline:
Establish deadlines for key milestones (venue booking, sending invitations, finalizing talent, etc.).
2. Venue Selection
Research and Book the Venue:
Consider factors like location, capacity, parking, accessibility, and ambiance.
Decide if the venue provides catering or allows external vendors.
Book early, as holiday venues fill quickly.
Venue-Specific Questions:
What is the maximum capacity?
Is there AV equipment available (microphones, screens, projectors)?
Are tables, chairs, and linens included?
What are the available dates, and what is the cancellation policy?
Is there a designated area for entertainment or performances?
Site Visit Checklist:
Check acoustics and lighting.
Confirm layout options for dinner, entertainment, and mingling spaces.
Inspect parking availability and coat-check facilities.
3. Booking Entertainment
Choose the Right Talent:
DJ/Band: Energize the event with music.
Photographer/Videographer: Capture memories.
Variety Entertainer (like Seetha!): Provide engaging, interactive entertainment.
Questions to Ask the Entertainment:
What is their performance experience with corporate events?
Can they customize their set to match the audience's preferences?
Do they provide all required equipment (microphones, props, sound systems)?
What are their setup and takedown requirements?
What is their cancellation/rescheduling policy?
4. Catering and Menu Planning
Decide Catering Style:
Buffet, plated meals, or food stations.
Include dietary options (vegetarian, gluten-free, etc.).
Catering-Specific Questions:
Can they provide a sample menu?
Are waitstaff and bartenders included in the package?
Do they handle cleanup?
What are their liquor license requirements, and do they provide bar services?
5. Event Theme and Décor
Choose a Theme:
Examples: Winter Wonderland, Festive Fiesta, Retro Glam, or Cozy Cabin.
Decorations Checklist:
Table centerpieces, lighting, photo booth props, and branded décor.
Confirm setup and takedown times with the venue.
6. Invitations and RSVPs
Send Out Invitations:
Use digital tools or printed invites.
Include RSVP deadline and links for dietary preferences.
RSVP Questions:
Include guest count, meal preferences, and accessibility needs.
7. Event Day Logistics
Create a Detailed Event Schedule:
Include arrival times for vendors, sound checks, dinner service, speeches, and performances.
Coordinate Vendor Arrivals:
Assign a point of contact for each vendor.
Confirm arrival times and logistics (loading docks, power supply).
8. During the Event
Oversee Execution:
Check on vendor performance and attendee engagement.
Handle any on-the-spot issues or delays.
9. Post-Event Wrap-Up
Follow-Up Tasks:
Collect feedback from employees.
Send thank-you notes to vendors and performers.
Review budget and finalize payments.
Corporate Holiday Party Planner Task List
Pre-Event Tasks:
Research venues and entertainment options.
Send out save-the-date notices to employees.
Confirm dietary restrictions with the caterer.
Finalize the guest list.
Two Weeks Before:
Confirm all vendor contracts and logistics.
Conduct a final walkthrough of the venue.
Test AV equipment.
One Day Before:
Check on vendor arrival times and ensure setup is on track.
Prepare welcome packets or programs for attendees.
Double-check all items on the checklist for completion.
Event Day:
Arrive early to oversee setup.
Ensure entertainers and caterers are ready for their time slots.
Monitor attendee satisfaction.
Post-Event Tasks:
Conduct a debrief with your team.
Collect reviews and feedback from employees.
Send a post-event survey to refine future events.
A well-executed corporate holiday party relies on thoughtful planning, clear communication, and ensuring every attendee has something to enjoy. By following this checklist, event planners can create memorable and engaging experiences for their employees!
