Business Event Quick-Start Checklist
A company event still needs hospitality - it simply starts with different goals.
1. Define the goal
Complete this sentence: “We are hosting this event because ______.”
- Recognize employees
- Thank clients
- Celebrate a milestone
- Strengthen relationships
- Launch something
- Engage the community
- Educate
- Support culture
2. Define the audience
- Employees
- Families
- Clients
- Prospects
- Community
- Vendors
- Leadership/VIP
- Mixed audience
3. Build the budget
- Venue
- Food
- AV
- Entertainment
- Signage
- Décor
- Photography
- Gifts / recognition
- Transportation
- Staffing
- Printing
- Promotional items
- Contingency
4. Evaluate the venue
- Location
- Parking
- Accessibility
- Capacity
- Wi-Fi
- AV
- Climate control
- Restrooms
- Food
- Setup
- Branding restrictions
5. Plan the flow
- Arrival
- Check-in
- Welcome
- Food/beverage
- Program
- Recognition
- Networking/activity
- Closing
- Departure
The Details Guests Feel
Guests notice parking, registration, sound, whether they can talk, food access and whether they know what happens next. Professional does not have to mean impersonal.
6. Assign ownership
- Registration
- Venue
- AV
- Catering
- Speakers
- Gifts/awards
- Photography
- VIPs
- Timing
- Problem-solving
- Cleanup
Did You Think of This?
Who can make a small decision if plans change? Give the event lead authority within agreed limits.
7. Plan follow-up
- Thank-yous
- Photos
- Survey
- Sales follow-up
- Employee communications
- Recognition recap
- Social content
- Vendor closeout
- Budget reconciliation
