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Corporate Work Event Planning Checklist 2025

Planning a corporate event in 2025 comes with unique opportunities and challenges, whether it's a team-building trip, a product launch or a staff celebration. There are lots of elements to events to be considered when planning a work event, so we have compiled a comprehensive planning checklist.

Pre-Work Event Planning

Define Objectives - What is the purpose of your event? Defining purpose will help you identify key outcomes for your event. With a clear objective in mind, it will also help you make more intentional and suitable choices when it comes to planning your event.

Set a budget - It is a lot easier to plan an event when you have a determined budget. With this, you'll be able to start planning and allocating funds for the venue, catering, entertainment, and other costs.

Choose an event date - When choosing an event date, things to take into consideration include:

Attendee Availability - are there any other major events happening in the workplace during this period?

Seasonality - Depending on your event, it may be more suitable to hold your event at a specific time of year. For example, if you are looking to host an outdoor team-building event, this is much more suitable to host in the summer than in winter.

Work Event Design and Logistics

Create a schedule - Break down the day by sessions, activities, and breaks. If your event includes talks or long meetings, make sure that there is a sufficient break between these so that attendees can have a toilet/coffee break. When scheduling the day, take install times for your vendors into account if necessary.

Book your vendors – Booking suppliers for events in advance gives you better availability, especially when it comes to availability and choice. Popular suppliers are often booked months in advance, so booking early can ensure you get your preferred vendors, rather than settling for an alternative.

Permits and Logistics – Make sure that you have all the necessary permits for your event well inadvance to not only make sure you are compliant, but also to give you peace of mind. There are different permits available for areas such as health and safety, alcohol and food for example. There are different restrictions and permits in place for different locations and venues, so make sure to research these prior. Other logistics involved include factors such as parking restrictions and loading areas. Planning ahead on logistics is key to making sure that your event runs smoothly on the day.

Promote your event – this may not be necessary for your event, but if you are looking to promote your event externally, it’s always good to start early. There are various ways to promote an event, but in recent years, social media platforms such as TikTok, Instagram and Facebook are the most popular, as well as being cost-effective.

Event Day Checklist

Venue Walkthrough – Check that all spaces (main area, breakout rooms, bathrooms, etc.) are clean and prepared. It is also important to check that lighting and accessibility features are functional.

Supplier Check-in – When your suppliers arrive at the venue, it is helpful to greet them so that you can show them where to set up and ask any questions if needed.

Signage, branding, and décor – It’s time to set up any decorative features that you want at your event! This could include any branded signage, theming, and photo opportunities.

Whether you are just looking for some corporate entertainment or full event management, Odin Events can help. If you would like to find out more about what we offer, get in touch here.

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