Corporate event checklist: plan it in the right order

A corporate event runs smoothly when decisions are made in the right order. Start with the guest list, venue and catering, then lock down registrations, dietary requirements and the programme before preparing badges and deliveries. On the day, allow time to check the room, arrange tables, chairs, buffet and bar, and test the microphone and music. This checklist covers the details that are often left until the last minute, including cooling drinks, power cables and materials that need to arrive before guests do.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Compile the guest list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve venue
Book catering
Arrange music
Finalize the program
2 people
Make name badges
2 people
Confirm registrations
Confirm deliveries
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the venue
2 people
Bring materials to the venue
3 people
Set up tables
3 people
Set up chairs
3 people
Set up the buffet
3 people
Set up the bar
2 people
Set out tableware
2 people
Lay out name badges
Hang decorations
2 people
Set up lighting
2 people
Test the music
Lay out presentation materials
Set up the cloakroom
2 people
Set up registration desk
2 people
Brief reception team
3 people

Event

Welcome guests
3 people
Serve welcome drinks
3 people
Hand out name badges
2 people
Announce the program
Guide presentation
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Clear away dishes
3 people
Serve coffee and tea
2 people
See guests off
2 people

Aftercare

Store leftovers in the fridge
2 people
Collect waste
3 people
Clean up the venue
4 people
Wash dishes
3 people
Clean the venue
3 people
Return materials
2 people
Return rental items
2 people
Store unused groceries

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tall cocktail tablesqty 6
Dining tablesqty 6
Chairsqty 50
Coat racksqty 2
Buffet tablesqty 3

Tableware

Dinner platesqty 60
Dessert platesqty 60
Water glassesqty 70
Wine glassesqty 70
Coffee cupsqty 60
Cutlery setsqty 60

Kitchen

Serving spoonsqty 12
Serving bowlsqty 12
Serving traysqty 8
Cutting boardsqty 3
Chef's knivesqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Bluetooth speakersqty 2
Microphone
Extension cordsqty 4

Decorations

Tableclothsqty 12
Flower arrangementsqty 8
Name badgesqty 60
Card holdersqty 8
Welcome sign
Balloon archesqty 2

Lighting

String lightsqty 4
LED table lampsqty 8

Presentation

Projection screen
Presentation clicker
Flip chart

Cleaning

Waste binsqty 4
Cleaning spongesqty 6
Bucketsqty 2
Mopsqty 2
Towelsqty 8

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the event. Use the final list to confirm attendance, collect dietary requirements and prepare name badges without guessing.
Check the venue 2–3 days beforehand, including table capacity, coat storage, power outlets and lighting. Confirm where the buffet, bar, welcome sign and microphone will go.
Schedule deliveries and transport so materials arrive at least 2 hours before guests. This gives you time to set up tables, chairs, tablecloths, badges and decorations without rushing.
Chill drinks for at least 4 hours when using coolers, and keep extra space for water and wine. Prepare serving bowls, trays, spoons and cutting boards before food arrives.
Test the Bluetooth speakers, microphone, extension cords and lighting during setup, not when the programme starts. Keep one person responsible for sound and another for guest reception.

Frequently asked questions

How far in advance should I start planning a corporate event?: Start at least 6–8 weeks before the event. Reserve the venue and book catering first, then send invitations once the date, location and basic programme are confirmed.
When should I send corporate event invitations?: Send invitations 4–6 weeks before the event and set the registration deadline 7–10 days before it. Use that deadline to confirm numbers, dietary requirements and badge details.
How early should I arrive to set up a corporate event?: Allow at least 2 hours before guests arrive for room setup and checks. Add more time if you need to arrange dining tables, a buffet, a bar, decorations, lighting or a microphone.
How many glasses and plates do I need for a corporate event?: Plan at least one dinner plate, one dessert plate, one water glass and one wine glass per guest, plus 10% extra. For a 50-person event, that means 55 of each item to cover breakage and replacements.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.