Planning and executing the perfect event for your organization requires focused time and consistent effort. There are a lot of big and small details that need to be decided on and planned well before the event takes place.
The best way to stay on top of all of it — including the venue, vendors, programming, food and beverage, technology, logistics, guest experience, and more — is with a comprehensive to-do list.
Use the corporate event planning checklist below to make sure that you’re covering all of your bases as you plan your next corporate event. And if you end up choosing an unforgettable location like Oracle Park as your venue, you’ll have a devoted team helping you through every step.
Your Corporate Event Planning Checklist for a Memorable Gathering
This 12-point checklist can serve as your ultimate roadmap, helping you navigate all the necessary checkpoints on your way to a memorable event for your organization.
1. Establish Your Purpose and Parameters
Your first step is to clearly define the main purpose of the gathering. Your purpose will shape the decisions you and your team make throughout the event planning stages. For example, if you plan to introduce a new product to a small group of investors, you may want to look for an intimate, sophisticated venue — perhaps something like the Gotham Clubhouse.
Along with defining your purpose, you also need to establish your parameters for the event. This is the time to ask questions such as:
- What’s our budget?
- How many people do we plan on inviting?
- How many people are on our event planning team?
- When do we want to host the event?
- How much time will it take to plan the event?
Once you have a clear purpose, budget, and timeline, you can start to make your vision for a one-of-a-kind corporate event into a reality.
2. Assign Responsibilities
Behind every successful corporate event stands a hard-working team who made it happen. The next step is to get a rough idea of the various responsibilities associated with the event and assign them to specific committees or individual team members. For instance, if a particular team member has a reputation as a “foodie,” they might be a good fit to organize the food and drink portion of the program.
Once you’ve matched responsibilities to each event-planning team member, it’s a good idea to organize check-in meetings — maybe weekly, and then more often as the event nears — to maintain clear communication and make sure everyone stays on task.
3. Select a Venue
Imagine your guests arriving to sweeping views of the San Francisco Bay or being served a first-class meal in a luxury suite. The venue you choose will immediately set the tone for your corporate event.
Go back to your purpose and your parameters and see what aligns with both. If your Bay Area company wants to host a corporate picnic for employees and their families, you might consider renting out the Field and setting up fun games for all ages to enjoy.
Or maybe you want to host a smaller gathering for important clients. A unique venue with state-of-the-art tech, like the Giants Clubhouse, can make quite an impression.
4. Figure Out The Details
No matter how big or small your event is, the details really matter in helping you pull it all off. Here are some areas you’ll want to consider:
- Catering: Think about the size, theme, and scope of your event, and how food and drink will play a role. Do you want to offer fun stadium fare like peanuts and crackerjacks or a gourmet dinner with pepper-crusted beef sirloin? Either way, Giants Enterprises’ world-class catering team has a menu for every palate.
- Decor: Envision how you want to set up the space. This may include seating options, speaker platforms, flowers, decorations, and other essentials to help make the theme of your event come to life.
- Transportation and parking: Consider how guests will get to your event. Will you provide shuttles to the venue? Will there be a valet, or will they need to find their own parking? If it’s a big event, ask the venue if they can help you figure out these logistics.
- Printers: Will you need any printed materials, brochures, or programs for your corporate event? If so, you’ll need to contact a vendor that can help you produce your materials and get them to you in a timely manner.
- Photographers and videographers: Any event worth hosting is worth remembering. Consider hiring photographers or videographers to document the event, and think about how you’ll use this media in the future. For example, if you want to record the keynote speech to share after the event, you’ll want to find a qualified videographer.
If you choose to host your corporate event at one of Oracle Park’s venues, most vendors you’ll need are already available onsite.
5. Schedule Your Programming
What key features and moments do you plan to include in the event? What will happen when? This is your programming. Start by drafting a schedule that includes every element of the event. For each item, add columns to include specific details.
For example, imagine you want to start the event with an informal breakfast, followed by a keynote address. In your schedule, you should note important details like beginning and ending times, the vendor responsible for providing the food and coffee, and the audio-visual connections needed for the keynote address.
These details will help you structure the day. When scheduling in everything, make sure to allow time for guests to smoothly transition from one portion of the event to another. At this stage, you’ll also want to consider whether to provide paper schedules or to include signage that can help guests navigate the event, especially if there are multiple panels, speeches, or workshops planned.
6. Design and Schedule Your Marketing and Communication
Consider the story you want your event to tell. This story will begin long before the actual day of the event itself. For your guests, it will start when they receive the first save-the-date or invitation. Clear communication with your guests is vital. Remember to:
- Create invitations that match the purpose and vibe of the event. Don’t forget to add essential event information — such as the date, time, location, and transportation options — as well as sections for guests to fill out, including their email and dietary requests.
- Decide how guests should RSVP and what date they need to RSVP by.
- Schedule RSVP and event reminders to send to your guests.
- Consider how you plan to thank your guests and recap the event in your post-event communications.
7. Double-Check & Test All Your Technology
Everyone knows the double-edged sword of technology. When it works, it works great — but when it doesn’t, things can quickly spiral. To avoid the latter scenario, consider scheduling a tech walk-through at your venue in the days before the event.
Look over your programming notes to determine which areas of the venue might need audiovisual connections and when. If possible, do a rehearsal at the venue, using all the equipment you’ll need during the event. It’s better to catch any connectivity or formatting issues before your guests arrive.
8. Sort Out the Registration Experience
Remember that your event is telling a story. From the first invitation to event reminders and finally to the event itself, you want to have a clear vision of the guest experience.
Guests’ first on-site impression will come at registration, so be sure to think about how to create a quick and smooth registration process that avoids confusing signage and long waits. Depending on the size of your event, you may want to consider finding a vendor that specializes in registration management services.
9. Organize Food & Beverage
What you choose for food and beverage will largely depend on your event’s size, purpose, and theme.
For example, do you want to host an elegant, formal dinner in the Club Level suites, or offer casual stadium food at The Garden? Oracle Park’s catering services can support your vision whether you want salmon with greens for a party of 75 or hot dogs with kraut for hundreds of guests.
On your invitations, remember to include a space for guests to specify any special dietary needs or restrictions. As you plan your menu, you may want to include diabetic, vegetarian, or vegan options, as well as kosher or halal alternatives to ensure that all your guests feel welcomed.
You will also need to decide if your event will include alcohol. Oracle Park features full-service bars at many of its venues throughout the stadium, including three newly designed bars.
11. Plan Logistics & Day-Of Operations
As the day of your event draws near, your attention to logistics becomes especially important. If necessary, increase meeting times with team members to review individual responsibilities and the programming plan. Check in with each member to see if they need any additional support.
On the day of the event, assign a few people to watch these areas closely:
- Monitor trash cans and restrooms so your guests can enjoy a tidy space.
- Rehearse the audiovisual equipment to catch any issues before your guests arrive.
- Check the temperature of each room to ensure your guests are comfortable.
- Ensure that the lights align with your programming so that presenters and presentation screens are visible and guests can see their notes — and each other.
12. Don’t Forget the Post-Event Follow-Up
You did it! The event was a success — but your job isn’t quite done yet. Here are some post-event necessities:
- Pay the vendors: Check your records to make sure you’ve paid invoices for all the vendors that helped make your event happen.
- Show your appreciation: Send thank-you notes and possibly gifts to any presenters. Consider sending out a post-event email or social media blast recapping the event. This can be a good time to share pictures and videos from the event.
- Debrief: Gather the entire event-planning team to go over every major element of the event, from the venue and the registration process to the food, presentations, and even the gift bags. Get feedback from each member, and also consider gathering feedback from event presenters and the guests themselves. Note what went well, what fell through the cracks, and what can be improved for your next corporate event.
Need Help Getting Through Your Event Planning Checklist?
No checklist is perfect until it’s applied to your particular event. The checklist above is designed to help you plan the event you want — through focused planning, structured programming, and clear reflection. Once you’ve defined your purpose and planned your programming, the rest of the pieces should start falling into place, as long as you keep your vision front and center.
Still, planning a unique corporate event is a major endeavor. Giants Enterprises can help you throughout the entire event-planning process, from picking the perfect venue at one of Oracle Park’s world-class facilities to organizing your vendors, finalizing your menus, and smoothing out all the essential logistics.