Pulling off a successful corporate event isn’t just about picking a date and hoping for the best, it takes careful planning, attention to detail, and a good dose of creativity.
But don’t stress, armed with a solid event planning checklist you’ll be in complete control, ensuring everything runs like clockwork while you enjoy the event just as much as your guests – Whether it’s sleek networking night, a grand awards ceremony, or an innovative product launch.
When you choose OEC Sheffield as your corporate event venue, rest assured that our expert team have got you covered – assisting you every step of the way, from organising live music to choosing what refreshments to serve your guests.
Corporate Event Planning Checklist: 8 Steps to Success
Step 1: Define Your Event Goals
Before you start booking corporate event venues and ordering branded pens, ask yourself – what’s the purpose? Are you aiming to impress clients, boost team morale, or showcase a new product? Having a clear objective will help you shape every aspect of the event, from the guest list to the entertainment.
Step 2: Set Your Budget (And Stick to It)
The budget is your best friend – or worst enemy if you don’t manage it properly. Factor in everything: venue hire, catering, entertainment, speakers, tech equipment, and the often-forgotten extras like signage, branded giveaways, and travel costs. A little contingency fund for unexpected surprises (because there will be surprises) is always a wise move.
Step 3: Secure the Perfect Corporate Event Venue
Choosing the right corporate event venue is like picking the perfect pair of shoes – it needs to be stylish yet functional. Think about location, capacity, accessibility, and available facilities. Does the venue offer AV equipment, Wi-Fi, and catering? Is there ample parking or nearby transport links? And most importantly, does it set the right tone for your event?
Step 4: Nail the Guest List & Invitations
Once you know your capacity and event type, it’s time to curate your guest list. Are you inviting employees, clients, industry leaders, or the press? Your invite should showcase the tone of the event – formal corporate gala? Keep it sleek and professional. Casual team-building day? Add a fun, personal touch. Digital RSVPs can help streamline the process and give you instant attendee numbers.
Step 5: Plan Your Content & Entertainment
A corporate event isn’t just about the setting – it’s about the experience. Will you have keynote speakers, panel discussions, or interactive workshops? Do you need an MC to keep things moving? If it’s a social event, consider live music, a photo booth, or themed entertainment to keep guests engaged. Whatever you choose, make sure it aligns with your brand and event goals.
Step 6: Organise Catering & Refreshments
Nothing dampens an event like hungry guests. Whether it’s a sit-down meal, a buffet, or canapés and cocktails, make sure there’s plenty to go around. Dietary options are essential – vegan, gluten-free, and allergy-friendly choices ensure everyone is catered for. And don’t forget drinks, alcoholic or not, a well-stocked bar (or coffee station) is always a hit.
Step 7: Sort Out the Tech & Logistics
No one wants to witness a ‘technical difficulties’ moment mid-presentation. Run through AV checks before the event – mics, projectors, lighting, and Wi-Fi should all be tested. If there are speakers or performers, ensure they’re briefed and comfortable with the setup.
Step 8: Capture & Follow Up
After the last guest has left and the final canapé has been eaten, your work isn’t over just yet! Share event highlights on social media, send thank-you emails to attendees, and gather feedback to improve future events. If it was a client or industry event, a well-timed follow-up could lead to valuable business opportunities.
Corporate Event Planning: The OEC Approach
Partnering with OEC Sheffield for your corporate event planning means getting more than just four walls, you receive the full experience.
With the finest Yorkshire hospitality, we’re committed to providing corporate excellence from state-of-the-art technology to over 400 free car parking spaces!
Head to our corporate venue hire page to discover more, including available packages, room layouts, and how to request a quote.
