Corporate Event Planning Made Easy: Your Step-by-Step Guide

In the world of corporate event planning, we all share the same goal: creating an unforgettable experience that drives amazing business results.

By putting together a corporate event planning checklist and sticking to it — and staying organized and on schedule — you can significantly increase your chances of pulling off a winning event,

Keep reading to learn more about what corporate event planning is all about, what you need to know to make your event a success, and a step-by-step checklist you can follow to turn your next event into a smashing success.

What is corporate event planning?

Corporate event planning is all about bringing business events to life — like conferences, trade shows, product launches, seminars, and team-building activities. It’s a juggling act that involves picking out the perfect venue, coordinating logistics, managing budgets, and handling everything from catering to entertainment to technology needs.

The real magic happens when event planners make sure every detail aligns with the company’s vibe and business goals. The best event teams are also laser-focused on attention to detail, committed to building rock-solid relationships with vendors, and always have a Plan B.

Types of corporate events

When you’re ready to begin planning your next corporate event, your game plan might change based on the type of event, how big it is, and what you hope to achieve. Whether it’s a small gathering or a massive blowout, the details matter. Some of the more common types of corporate events you’ll find yourself planning include:

• Trade shows, which are larger events that bring people together who want to experience products, exchange ideas, learn new skills, gather leads, and meet other folks in the industry.
• Team-building events that foster camaraderie by bringing coworkers together to learn new things and get to know each other on a deeper level. 
• Product launches, which highlight new products and services an organization brings to market to generate buzz and excitement.
• Conferences and seminars, like HubSpot’s INBOUND, which are typically the largest events and feature keynote addresses, breakout sessions, networking opportunities, workshops, and more.
• Networking events, which are designed to help folks meet other people in their industry and learn new things.

What is virtual event planning?

Virtual event planning is all about organizing exciting online events — like webinars, virtual conferences, and workshops — using digital platforms to connect and engage participants from anywhere. When planning a virtual event or a hybrid one, teams need to pick the perfect tech, coordinate speakers, manage registration, and create experiences that really draw the audience in.

While the world has largely returned to in-person events, virtual events are still a big deal because they allow businesses to reach a broader, global audience while keeping costs in check. Plus, they offer attendees the flexibility to join from the comfort of their own homes and often catch a replay of the event if that’s more convenient. Not bad, right?

Need help planning your next webinar or virtual event? Check out our free Webinar Production Kit and Virtual Event Production Kit to accelerate your efforts. 

How to plan an event: Key considerations

Planning your next corporate event starts with a clear event strategy and attention to even the most minute details.

Start by defining the purpose and goals of your event. Once you’ve nailed that down, making decisions about format, venue, speakers, activities, and everything else becomes a whole lot easier. Of course, you’ll also need to select an event management solution, set a realistic budget, whip up a marketing plan, and figure out how you’ll keep attendees engaged throughout the experience.

When planning an event, time is of the essence, so create a timeline that breaks down tasks and prioritizes them based on deadlines and importance. And let’s be real: Unexpected hiccups are part of the game. That’s why having a contingency plan is key; it’ll help you navigate any bumps in the road with ease.

With all this in mind, let’s drill down a little deeper into more of the specifics you’ll need to cover the next time your team sits down for your next corporate event planning session.

Event management software

Gearing up to plan an epic event? You’ll need some seriously powerful event management tech in your corner. After all, event management software is your best friend when it comes to managing tasks, tracking budgets, and coordinating logistics. Plus, the right solution can also automate key functions like registration, ticketing, communication, and attendee tracking — saving you tons of time while reducing errors and contributing to a smooth event experience.

With centralized data, real-time updates, and audience engagement tools, event management software helps your team keep everything running like a well-oiled machine. Once the experience wraps up, you can dive into detailed analytics and reporting to measure your event’s success. This way, you can celebrate what worked best and tweak what didn’t for an even better experience next time.

Event budget

Your event budget is the financial framework for your event, covering every associated expense — live venue, catering, marketing, travel, and event tech costs.

To keep your budget in line, kick things off by setting clear priorities and allocating funds accordingly. Track all spending in real time, using spreadsheets and budgeting software to monitor expenses and avoid any budget blowouts! 

Since unexpected costs love to rear their ugly heads, make sure to leave a little wiggle room in your budget so you can handle surprises when they pop up. As event planning progresses, review your budget regularly and make appropriate adjustments as needed to stay on track.

Need more help with event budgeting? Read our Event Budgeting Guide. 

Event objective

To create an event objective, start by defining the purpose. Is it to educate attendees? Create networking opportunities? Promote a product? Celebrate a milestone?

Once you’ve nailed that down, consider specific goals like boosting brand awareness, generating leads, or ramping up attendee engagement. And remember, it’s super important to focus on measurable outcomes — like how many people show up, the feedback you receive, and the sales you generate.

To ensure the event delivers value and clear results for both the organization and its audience, align your event’s purpose with your company’s broader goals. 

Venue sourcing

Delivering an unforgettable event experience starts with finding the ideal location that fits your event’s size, purpose, and budget. As you begin sourcing venues, think about things like accessibility, amenities, and ambiance to ensure a positive attendee experience.

If you’re planning an in-person event, visit venues to assess logistics — things like parking, seating, technical capability, and sustainability features. Planning a virtual event? Choose an event management platform that supports your needs — ideally one that has interactive tools, live chat, and video streaming capabilities.

Whether your event is in-person or digital, the physical or virtual venue sets the tone and sets the stage for your event’s success. So choose wisely! 

Event marketing

Event marketing is the secret sauce to attracting the right audience and generating buzz ahead of the big day. Start by identifying your target audience and crafting a fun promotion strategy. Think email campaigns, catchy social media posts, and teaming up with influencers and brands to spread the word.

Want to boost your social media reach? Don’t forget to use event-specific hashtags and eye-catching visuals to grab attention. With consistent messaging and early promotion, you’ll be driving registrations like a pro!

Keep in mind your event marketing magic doesn’t stop when the event wraps up. By prioritizing post-event marketing, you can build a thriving event community, boosting long-term engagement with attendees and increasing the chances they’ll join your next adventure.

Attendee engagement

Event success starts with having an audience that’s buzzing with energy. Whether you’re hosting an in-person bash or a virtual extravaganza, it’s all about grabbing and holding onto your attendees’ attention.

Why not uplevel the experience with a mobile app? It can offer real-time updates, personalized agendas, and fun interactive features — like 1:1 chat, polls, and Q&A. Keeping the communication flowing throughout the event is crucial, too, with emails, push notifications, and chat to make sure everyone stays in the loop.

While you’re at it, sprinkle in some live polling, gamification, and digital networking tools to encourage participation, fostering deeper engagement and ensuring that attendees stay actively involved until the experience ends.

Photo by Canva Studio

The Ultimate Corporate Event Planning Checklist

By putting together a corporate event planning checklist, you can ensure that you stay organized throughout the process and don’t overlook any key elements.

As you begin creating your event planning checklist, here are some things you’ll want to include.

☐ Goals: Decide What Success Looks Like 

Start by clearly defining what you want to achieve with your corporate event and outline what success looks like. Ensure your event goals align with your business goals.
 

☐ Logistics: Set a Date, Format, and Location

Pick a date and an event type, considering availability, attendee preferences, event objectives, and potential scheduling conflicts (e.g., holidays or seasonality). Facing tightening budgets? Consider second-tier cities and outside-the-box locations to save on event costs and make it easier for attendees to justify coming.

☐ Theme: Choose a Memorable Concept

Select an event theme that aligns with your objectives to create a cohesive, memorable experience for attendees. Not sure where to start? Check out these 27 unforgettable corporate event themes.

☐ Budget: Assess Costs and Source Vendors

Figure out how big your event budget should be and identify vendors that can provide the services you need at price points you can afford.

☐ Venue: Choose the Perfect Location

Select a venue that suits your event’s size, location, and requirements, ensuring it aligns with the theme and atmosphere you want to create. Need help picking the right venue? We’ve got you covered.

☐ Speakers: Decide on Keynotes, Sessions, and Entertainment

Figure out which speakers will impact your event most by engaging and captivating attendees. Don’t forget to cast a wide net for diverse and lesser-known speakers to ensure your event meets expectations and attendees feel represented.

☐ Marketing: Craft a Promotional Plan

Develop a comprehensive event marketing strategy to promote your event and attract attendees. Be sure to include assets and promotional materials for your partners, vendors, speakers, and other stakeholders to share on their social channels to boost attendance.

☐ Run of Show: Create Meaningful Experiences

Map out the schedule and activities for your event, including breakout sessions, fireside chats, workshops, and networking opportunities. Be sure to spend plenty of time on independent activities like self-care, 1:1 meetings, and much-needed downtime. 

☐ Event Tech: Lock in Your Event Management Software

If you haven’t already, research your options for the corporate event management software that will power your event. The ideal solution will include a mobile event app, event networking tools, and plenty of options for webinars and virtual events.

☐ Registration: Invite Attendees and Promote Your Event

Send out invitations to your target audience and actively promote your event on social media, relevant media outlets, email, paid ads, and other key channels. Start marketing your event early to generate buzz ahead of time, and send follow-ups and last-chance communications to keep your event top of mind.

☐ Food and Beverage: Plan the Menu

Hire a caterer or local business and plan the food and beverage offerings to meet the needs and preferences of your attendees. Be sure to consider sustainable materials for your event, including compostables or reusable items instead of plastic. Choose vendors that use locally sourced and processed ingredients to ensure a low carbon footprint and healthy options.

☐ Contingency Planning: Consider All Potentialities

Prepare for unforeseen circumstances by developing an event contingency plan to address any issues or emergencies that may arise during the event. Ensure your plan includes options for speakers backing out, vendors canceling, inclement weather, and every other possibility.

☐ Rehearse: Do Final Walkthroughs

Do a dry run of your event to address any logistical or technical concerns ahead of time and ensure a smooth experience when the big day arrives. Be sure speakers have all the information and prep they need to succeed.

☐ Event Follow-up: Survey Participants To Measure Success

Collect feedback from attendees, speakers, and vendors by distributing surveys post-show. Consider offering incentives to encourage participation — like gift cards, sustainable swag, or virtual meet-and-greets with keynote speakers.

☐ Post-mortem: Gather Stakeholders To Evaluate Success

Once the event wraps up, conduct a thorough evaluation of the event’s outcomes, discussing what worked well and areas for improvement for future events. Take plenty of notes and add them to your event documentation so you can use what you’ve learned to enhance your next event.

Get started: Make your next corporate event the best yet!

Making your next corporate event one for the ages starts with meticulous planning. By creating a corporate event planning checklist and using it to guide the event planning process, you’ll be sure to cover every little detail as you gear up for the big day. With a trusty checklist by your side, you’ll be well-prepared to create an event that everyone will remember.

Pulling off an awesome event is certainly a challenge. But guess what? You don’t have to do it on your own.

If you need a helping hand, our team is standing by, ready to assist however we can. Whether you need tips on how to make your event shine or are looking to roll out a feature-rich event tech platform, we’re here to help. Whatever your needs might be, drop us a line and say hello.

Here’s to making sure your next event is the best one yet!