CAST Academy · For clients
Planning a corporate event
A corporate event has more people to answer to than a family party: management, the budget owner, the guests and often the brand. Good planning keeps all of them happy. Start at least 6 months ahead for a large event like a year-end party, conference or product launch.
Start with the goal
Write down what the event is for in one sentence. Thanking employees, launching a product, training a team and impressing clients all lead to different choices.
Then agree on the basics with whoever approves the event:
- The goal and how you'll know it worked
- The budget, with about 10% kept aside for changes
- The guest count and who is invited
- The date, avoiding busy periods for your company and your guests
- Who signs off on venue, suppliers and spending
Get these in writing. It saves a lot of back-and-forth later.
Book the venue
Visit your top choices in person. Check the room size for your setup (banquet, theater or classroom), the stage and screen, the sound system, internet, parking, and how guests will arrive. Ask what the venue requires from suppliers, like permits, insurance or load-in times.
Book your suppliers
Book the essentials first:
- Caterer, if not included with the venue
- Lights, sounds and LED screen
- Stage and stylist
- Host or emcee
- Photographer and videographer
Then add what the event needs: speakers, performers, a registration desk, printed materials, giveaways or a photo booth.
Plan the program
Write a run of show: every segment, who's on stage, how long it takes, and what plays on screen. Share it with the host, the technical team and the venue. Keep speeches short and leave time for meals and networking.
A simple timeline
- 6 months before: Set the goal, budget, guest count and date. Get approval. Visit and book the venue.
- 4 to 5 months before: Book the caterer, lights and sounds, stage and stylist, host and photographer. Confirm speakers.
- 2 to 3 months before: Send invitations or open registration. Prepare branding and printed materials. Order giveaways.
- 1 month before: Finish the run of show. Confirm every supplier. Plan the rehearsal.
- 1 week before: Send the final headcount. Brief your team, the host and the venue. Hold the rehearsal.
- After the event: Thank guests and suppliers. Send a short feedback survey. Share a summary with management.
Quick checklist
- Goal, budget, guest count and date approved
- Venue booked
- Key suppliers booked
- Invitations or registration open
- Run of show shared with the host and technical team
- Final headcount sent to the caterer and venue
- Feedback and summary sent after the event
In CAST: start your event with Plan an Event, then add the ready-made corporate steps to your event's Checklist.