Fun Planners has been helping to coordinate and provide event services for businesses for years, and we know that we can be a valuable and suitable source for information throughout every aspect of your Florida corporate event planning experience. This checklist can be used as a guide to help you prepare time lines and make sure that nothing is forgotten. We’ve generated this checklist, not only from our extensive experience with corporate events, but also from other digital resources available online so we can provide you with the most comprehensive checklist imaginable.
18 Months Out
- Create event goals and objectives.
- Make a list of potential dates in which the event can take place.
- Prepare a potential guest count and day of agenda.
- Establish planning and promotional action plans and create a delegation list for the event team.
- Generate protocols for communication with vendors, staff, sponsors, press, etc.
- Prepare a budget breakdown with categories and preliminary budget allotments.
- Evaluate all potential funding sources, including those of past events.
- Prepare all collateral for funding requests.
- Create fee schedule for registration complete with cancellation policies.
- Add information to internal communications, website, and social media.
- Create a master calendar that lays out all team meetings and deadlines.
- Scout prospective event venues and send them a list of requirements and request written proposals.
- If necessary, scout hotels near each potential venue, and ask for blocking rates.
- Arrange for potential insurance coverage.
- Produce a floor plan with venue.
15 Months Out
- Finalize venue.
- Begin to form committees to take on the variety of responsibilities.
- Create a promotional strategy and delegate to committee.
- Generate a press release.
- Double check budget for any discrepancies.
- Finalize event theme and generate corresponding graphics and logos.
- Update internal communication, website, and social media with new collateral.
- Start shopping for additional vendors such as air travel, audio-visual coordination, decorators, transportation, catering, entertainment, floral arrangements, furniture and equipment, public relations, photography, printing, props, registration services, security, etc.
- Invite and finalize any keynote speakers or special guests.
- Anticipate preliminary food and beverage requirements and reach out to vendors for pricing.
- Reach out to prospective attendees, exhibitors, special guests with a meeting announcement.
- Review, update, and confirm final event budget.
- Arrange travel accommodations for keynote speakers and special guests.
12 Months Out
- Finalize with hotel nearest to the venue for room blocks.
- Generate a tentative meeting schedule to the facilities.
- If it’s an award ceremony, establish award categories and selection criteria and distribute to necessary parties.
- Finalize and distribute 12-month media and promotional schedule to appropriate committees.
- Confirm speakers and vendors and obtain headshots and biographies.
- Continue with promotional schedule.
- Establish admittance controls.
8 Months Out
- Promote event in any internal communications.
- Determine final award nominee list.
- Implement invitation protocol.
- Be sure venue agreement covers all necessities.
- Process any incoming registration forms and generate name badges.
- Actively start to solicit for sponsors/advertisers.
- Determine final day-of agenda and schedule.
4 Months Out
- Mail invitational reminder to all confirmed participants.
- Make selection for all award recipients.
- Generate registration packet materials and organize.
- Continue advertiser and sponsor solicitation.
- Begin all menu selections from caterer.
- Order any necessary furniture.
- Order awards and corresponding collateral.
- Delegate staff on-site responsibilities for before, during and after the event.
- Provide all staff with briefing notes.
- Order any flowers required for the event.
- Order any signage/plaques for the event.
2-4 Months Out
- Review and confirm schedule and assignments.
- Follow up with vendors.
- Review and adjust final budget.
- Order any custom decor.
- Make final food and beverage selections.
- Review and make arrangements for any on-site staff needs.
- Confirm audio-visual requirements.
This checklist should get you prepared for any large corporate event. You will need a separate checklist for the day of the event, and we will cover that in a different blog so we can make sure you are prepared on the day of the event as well. If you’re looking for a Florida corporate event planning vendor to provide rentals and services for your upcoming event, make sure to contact Fun Planners today!
