After 25+ years producing corporate events, I’ve learned that the events that feel effortless are the ones that were planned with obsessive care. This checklist distills everything I use when planning an event from scratch — 50 items across 6 phases, from strategy to final applause.
Whether you’re planning a 20-person leadership retreat or a 500-person conference, work through each phase in order. Items marked Critical should never be skipped. Items marked Pro Tip are things most planners miss.
“The goal is never to just execute an event. The goal is to create an experience people remember — and that happens through a hundred small decisions made well in advance.”— Severine Meimoun, Founder & CEO, Event More
1
Phase One · 12+ weeks before
Strategy & Brief
Lock down the foundation before touching anything else
Event Purpose & Goals
Define the primary goal of the event Critical
Team alignment? Client appreciation? Product launch? Be specific.
Define success metrics
How will you know the event was a success? Attendance, satisfaction score, leads?
Identify key stakeholders and decision-makers Critical
Get written approval on event brief before any bookings
Avoid costly changes later by confirming scope upfront.
Budget
Set total event budget with approval Critical
Allocate budget across key categories
Venue, catering, AV, décor, transportation, staffing, contingency.
Reserve 10–15% contingency fund Pro Tip
Something always costs more than expected. Always.
Date & Location
Confirm event date(s) with all key stakeholders Critical
Check for conflicts — holidays, industry events, competitor events
Select destination city or location
Check local weather patterns for outdoor elements Pro Tip
Especially important for Miami — hurricane season runs June–November.
Guest Profile
Confirm estimated guest count
Define guest profile — internal team, clients, VIPs, mixed?
Identify any VIP or special guest requirements
Collect dietary restrictions and accessibility needs early Pro Tip
Ask at registration — never assume.
Severine’s Phase 1 Advice
- The most expensive mistake in event planning is changing the brief after vendors have been booked. Lock it down early.
- Always confirm dates with HR, Sales, and Finance simultaneously — nothing derails an event faster than a key person being unavailable.
- A written brief signed by all stakeholders is your most valuable document. It protects you and sets clear expectations.
2
Phase Two · 8–12 weeks before
Venue & Vendors
Book the critical suppliers before someone else does
Venue Selection
Create a venue shortlist based on capacity, location, and budget Critical
Visit venues in person before signing Pro Tip
Photos never tell the whole story — lighting, acoustics, and flow matter.
Confirm capacity for your guest count (seated + standing)
Confirm AV capabilities — in-house or bring your own
Check loading dock and vendor access hours
Review cancellation and force majeure clauses carefully Critical
Sign venue contract and pay deposit
Key Vendors to Book Early
Catering — confirm menu, dietary options, staffing ratio Critical
AV company — screen, sound, lighting, microphones
Photography / videography
Transportation — airport transfers, shuttles, parking
Hotel room block — negotiate attrition clause carefully Pro Tip
Never commit to more rooms than you’re 80% sure you’ll fill.
Entertainment — keynote speaker, band, DJ, performers
Collect COI (Certificate of Insurance) from all vendors Critical
3
Phase Three · 4–8 weeks before
Logistics & Guest Management
Build the machine that runs the day
Guest Communication
Send save-the-date or invitations Critical
Set up registration/RSVP system
Send pre-event info — agenda, venue address, dress code, parking
Collect dietary restrictions and accessibility needs
Prepare name badges and seating arrangements
Program & Agenda
Finalize event agenda with minute-by-minute run of show Critical
Share run of show with all vendors and venue
Build buffer time between sessions Pro Tip
15-minute buffers save events. Every time.
Confirm speaker/presenter briefings and AV needs
On-Site Logistics
Create detailed vendor load-in / load-out schedule
Confirm parking and transportation logistics
Arrange welcome signage and directional signage
Plan registration/check-in flow to avoid bottlenecks Pro Tip
The first 15 minutes set the tone for the entire event.
Prepare emergency contacts list and contingency plan
Confirm event insurance coverage Critical
4
Phase Four · 1–2 weeks before
Final Preparations
Reconfirm everything — assume nothing
Vendor Confirmations
Reconfirm all vendors with final guest count Critical
Send final run of show to all vendors
Confirm all outstanding payments and invoices
Do a final venue walkthrough Pro Tip
Bring your run of show and walk every inch of the space.
Test all AV equipment — microphones, screens, lighting
Team & Staffing
Brief all event staff on roles and responsibilities
Create staff communication channel (WhatsApp group)
Assign one person as single point of contact per vendor Pro Tip
Print all documents — run of show, guest list, seating, vendor contacts
Never rely on your phone only — batteries die.
Prepare event day kit — tape, scissors, markers, extension cords, first aid Pro Tip
5
Phase Five · Day of the event
Event Day Execution
Stay calm, stay on time, stay invisible
Morning Setup
Arrive at venue before first vendor Critical
You need to be there first. Always.
Walk the space and confirm setup matches the plan
Test all AV one final time before doors open
Brief all staff with final run of show
Set up registration/welcome area
During the Event
Stay on run of show — track time obsessively Critical
Stay calm and invisible — guests should never see the chaos Pro Tip
Your energy sets the tone for your entire team.
Check in with catering at every transition point
Ensure photographer captures key moments on your shot list
Document any issues for post-event debrief
Oversee vendor breakdown — confirm nothing is left behind
6
Phase Six · 1–2 weeks after
Post-Event Wrap-Up
The phase most planners skip — don’t
Financials & Admin
Collect and review all final vendor invoices Critical
Process all outstanding payments
Reconcile budget vs. actual spend
Prepare final financial report for stakeholders
File all contracts, COIs, and invoices Pro Tip
You’ll reference these for the next event. Keep everything organized.
Follow-Up & Learning
Send thank-you notes to speakers, VIPs, and key vendors Pro Tip
Handwritten notes are remembered. Always.
Send post-event survey to attendees
Hold internal debrief — what worked, what didn’t
Share event photos with attendees and on social media
Ask happy clients for a Google review or testimonial Pro Tip
The best time to ask is right after the event while the feeling is fresh.
Document lessons learned for next event
The One Thing Most Planners Skip
- The post-event debrief is where the real learning happens — and most planners skip it because they’re exhausted. Don’t. Block 90 minutes within a week of the event while details are still fresh.
- Always send a handwritten thank-you to your venue contact. They remember who treats them well — and that relationship is worth its weight in gold next time you need a favor.
- Ask for the testimonial within 48 hours. After that, the moment passes and you’ll be chasing it for weeks.
Severine Meimoun
Founder & CEO, Event More · Corporate Event Planner Miami
Severine is a French-born corporate event strategist with 25+ years of experience producing conferences, galas, incentive trips, and leadership retreats across Miami, New York, and Los Angeles. She founded Event More in 2018 with a mission to bring European precision and warmth to the US corporate events market. Event More is WBENC-certified and women-owned.