Planning a business event can feel like a big job. But it doesn’t have to be hard. With the right checklist, anyone can plan a great event without stress. Whether it’s a meeting, seminar, party, or product launch, being organized is the key.
At Bombina Events, we help people plan successful corporate events every day. That’s why we made this simple guide. Use this corporate events planner checklist to make sure everything goes smoothly.
Let’s walk through each step.
1. Know Your Event Goal
First, ask yourself one important question: Why are you having this event?
The goal of your event helps you make better choices later. Your event might be for:
- Sharing new ideas
- Launching a product
- Celebrating a win
- Team bonding
- Meeting new clients
Write your goal down. Keep it in mind during every step.
2. Set a Budget
Now, think about money. How much can you spend?
Make a list of things you’ll need and how much each may cost:
- Venue (event space)
- Food and drinks
- Tables, chairs, and other rentals
- Speakers or special guests
- Lights and sound equipment
- Decorations
- Helpers and staff
- Marketing (if needed)
Tip: Always leave a little extra in your budget for surprises.
3. Choose the Right Date
Pick a date that works for your guests, your team, and any speakers. Avoid holidays or busy workdays. Give yourself enough time to plan — at least a few weeks or more.
4. Find and Book a Venue
Choose a place that fits your event size and style. Check for:
- Enough space for everyone
- Easy to find location
- Parking and transport options
- Good Wi-Fi
- Restrooms
- Tables, chairs, and A/V equipment
Book it early to lock in your spot.
5. Make a Team
Planning alone is hard. Build a small team to help you. Assign people to different jobs:
- Sending invites
- Managing food and drinks
- Handling tech stuff
- Setting up the space
- Greeting guests
Working together makes things easier and faster.
6. Plan the Day’s Schedule
Make a simple plan for how the day will go. Include:
- Guest arrival time
- Welcome speech
- Talks or entertainment
- Breaks and meals
- Closing time
Share the plan with your team, venue staff, and speakers.
7. Choose Vendors and Helpers
You may need help from:
- Caterers (for food and drinks)
- Photographers or videographers
- Sound and light technicians
- Decorators
- Clean-up crew
- Security (for large events)
Choose vendors early and confirm prices. If you’re unsure, Bombina Events can connect you with trusted partners.
8. Send Invitations
Now it’s time to invite people!
Send invites by:
- Email
- Text
- Printed cards
- Social media (for public events)
Include the date, time, location, and how they can RSVP. Follow up with people who don’t respond.
9. Promote the Event
If your event is public or large, let more people know. You can:
- Post on social media
- Send email reminders
- Put up flyers
- Use your company website
Promotion helps get the word out and build excitement.
10. Get Ready Before the Day
A few days before the event:
- Call the venue and vendors to confirm
- Check the equipment (lights, speakers, projectors)
- Print name tags or signs
- Pack a kit with tape, scissors, pens, chargers, etc.
- Have a printed copy of the event plan
This helps everything run smoothly on the big day.
11. Have a Backup Plan
Things don’t always go perfectly. Be ready just in case.
- What if a speaker cancels?
- What if there’s bad weather?
- What if tech doesn’t work?
Make simple backup plans for these problems. It’s better to be safe than sorry.
12. After the Event
The event is done — now what?
Don’t forget these final steps:
- Thank your guests, speakers, and team
- Share photos or highlights
- Ask for feedback (a short survey works great!)
- Write down what went well and what didn’t
This helps make your next event even better.
Final Thoughts
Being a corporate events planner is easier when you have a clear checklist. This guide helps you stay organized, save time, and enjoy the process.
Whether it’s your first event or your fiftieth, Bombina Events is here to help. We believe every event can be smooth, fun, and professional, without stress.Want help planning your next business event? Reach out to Bombina Events today. We’ll help you create something amazing!