Planning a company party or another event involves a lot of considerations. To help you keep track, we’ve created a simple and organized checklist for what to think about and when.

Drawing on our nearly 20 years of expertise, here’s a comprehensive checklist for your event to give you a better overview of when things should be done.

THREE TO FOUR MONTHS BEFORE THE EVENT

Budget:
This is a crucial step. Determine how much funds you have available and create a budget with different allocations for food, venue rental, entertainment, etc.

Choose Date:
When setting the date for your event, make sure it doesn’t clash with similar events. A good tip is to schedule your event on a weekday, as many people prefer to keep their weekends free.

Find Venue:
Check if the venue suits your event. It’s a good idea to request a tour in advance to clarify any questions you may have, such as whether the venue fits your event and if it can accommodate the number of participants you expect.

Book Entertainment/Speakers:
Consider the participants. Who is the target audience, and what is the theme of the event? Do you want background entertainment, a DJ, a full show, or perhaps a speaker? Find entertainment that suits your event.

Arrange Food:
Decide whether you’ll bring your own food, hire a catering company, or rent chefs. Does the venue have its own kitchen staff? Clarify these details in advance.

Promote the Event:
Once the date is set, the venue is secured, and the entertainment is booked, it’s time to promote the event. Start early so participants have time to check their calendars and save the date. This should be done at least four weeks in advance.

Invite Guests and Set Agenda:
Create an event on Facebook, send emails, or distribute physical invitations. Also, set an agenda with timings for what will happen and when, if necessary. Remember to inform guests of practical details such as dress code.

Inform About Venue Setup:
Discuss with the venue about your setup preferences. Be clear about your needs for organizing and placing tables and chairs. It’s also helpful to send a guest list to the venue managers to ensure smooth guest arrival.

ONE TO TWO WEEKS BEFORE THE EVENT

Double-Check Technical Equipment:
Ensure all technical equipment will be in place on the event day. Confirm with the entertainers what equipment they need and check if everything is working.

Confirm Final Guest Count:
Follow up with attendees to confirm their participation. Once you have a final number, provide your venue contact with the final guest count. Also, inform them of any dietary restrictions if food is prepared and served on-site.

THE DAY BEFORE THE EVENT

Triple-Check Technical Equipment:
It’s crucial that everything works perfectly on the day of the event.

ON THE EVENT DAY

Have Fun!
Make sure to take lots of photos and videos. Consider creating a hashtag for the event.

Cleanup:
Check with the venue in advance about their cleanup policies. Some venues handle cleaning for you, while others expect the space to be returned in the same condition it was received. If you need to clean up yourself, gather your team and get the job done.

AFTER THE EVENT

Send Thanks to Entertainers/Volunteers:
Show appreciation to those who contributed to the success of your event.

Evaluate:
What went well? What could be improved? Follow up with your team and request feedback that could be useful for future events.

Give Yourself a Pat on the Back:
Recognition is an important part of feeling accomplished at work. If you’ve checked off all the items on this list, GREAT JOB!!

FEELING OVERWHELMED?

CONTACT US; WE’RE HAPPY TO HELP!