Professional event planning: the ultimate checklist

Organising a business event, whether it’s a conference, seminar, product launch or team-building day, is a complex task that requires careful preparation. To ensure the success of your event and avoid costly mistakes, it’s essential to follow a structured approach. In this article, we offer you an ultimate step-by-step checklist to guide you in planning an unforgettable business event.

1. Define the objectives and type of event

Before you start planning the logistical details, it’s crucial to have a clear understanding of your event’s goals. Ask yourself the following questions:

• What is the purpose of the event (networking, training, product launch, team building, etc.)?

• Who is your target audience (employees, customers, partners, press)?

• What are the expected results?

Tip: Setting clear goals will help guide all subsequent steps, including selecting the venue, program, and speakers.

2. Establish a budget

Budgeting is one of the most important aspects of business event planning. It should be realistic and well structured to avoid cost overruns.

Here are the main categories to consider in your budget:

• Location of the place

• Catering and drinks

• Decoration and furniture

• Audiovisual and technological equipment

• Speakers' fees

• Marketing and promotion

• Gifts for participants (optional)

• Transportation and accommodation (if applicable)

Tip: Allow an extra 10-15% for contingencies.

3. Choose the date and location of the event

The date and location of your event should be chosen carefully, as they will have a direct impact on attendance and the smooth running of the day. When selecting the date:

• Make sure it doesn't overlap with other major events in your industry.

• Take into account school holidays or public holidays.

The choice of location will depend on several factors:

• The reception capacity

• Accessibility for guests (proximity to transport)

• Services included (catering, equipment, staff)

• The atmosphere and layout that must match the image of your company

Tip: Book your venue as early as possible, especially if the event is scheduled during a period of high demand (from May to October on the French Riviera for example).

4. Establish a detailed schedule

A good schedule will help you structure all the steps of the organization. Create a timeline including each task and its deadline. Here is an example of a “retroplanning”:

• 6 to 12 months before the event : Book the venue and speakers, define the broad outlines of the program.

• 3-6 months before the event : Start promotion, send invitations, finalize partnerships.

• 1-3 months before the event : Confirm suppliers, adjust the program, send reminders to participants.

• 1 week before the event : Do a dress rehearsal, confirm logistical details with each vendor.

5. Select speakers and organize the program

The content of your event is crucial to capture the attention of your attendees. To do this, select speakers who have an impact or are experts in the field you are covering.

Here are some things to consider when developing your program:

• The topics covered must be related to the objectives of the event.

• Alternate between different presentation formats: lectures, workshops, small group discussions.

• Plan breaks to encourage networking.

Tip: Don't forget to check the availability of the speakers and sign a contract to secure their participation.

6. Communication and promotion of the event

Effective promotion is essential to ensure high participation. Depending on your target audience, use different communication channels:

• Emailing : Send invitations to potential participants with regular reminders.

• Social Media : Create an event page on LinkedIn, Facebook, or Twitter, and engage your community with teasers and updates.

• Online Advertising : If necessary, consider investing in targeted advertising campaigns to reach a wider audience.

Tip: Use an online event management system to facilitate attendee registration and track attendance confirmations.

7. Manage suppliers and service providers

Your suppliers (catering, audiovisual, decorators, etc.) are key partners in the success of the event. Make sure to clarify expectations with each of them:

• Clear contracts : Clearly define the scope of the services and negotiate the prices.

• Logistics rehearsal : Schedule a meeting or site visit with your service providers to coordinate technical needs (sound, lighting, videos, etc.). It is also essential to check technical and logistical access (service provider/truck access), areas reserved for staff (artist's dressing room/catering office/changing rooms, etc.) as well as access for people with reduced mobility.

Tip: Establish a contingency plan with your vendors in case unforeseen circumstances arise (e.g. bad weather for an outdoor event).

8. Plan technical and logistical details

Once the broad outlines of the event have been defined, move on to the practical details:

• Technical equipment : Test audiovisual equipment (microphones, screens, projectors) to ensure it is working properly.

• Room plan : Prepare a plan for the layout of chairs, tables, or stands depending on the type of event.

• Welcoming Attendees : Ensure you have a smooth reception area with trained staff to orient guests.

Tip: Prepare personalized badges to make networking easier.

9. D-Day: real-time supervision and management

On the day of the event, be sure to arrive early to oversee setup and ensure everything is going as planned. Here are some key tasks:

• Welcoming Speakers and Guests : Provide a warm welcome for each participant and speaker.

• Logistics supervision : Ensure that providers are on schedule and that equipment is working.

• Problem Solving : Be prepared to resolve any unforeseen issues quickly, whether it's a technical glitch or a last-minute change.

10. After the event: follow-up and assessment

Planning doesn’t stop once the event is over. Post-event follow-up is essential to learn from the event and maintain relationships with attendees.

• Send thanks : Thank speakers and attendees via email.

• Collect feedback : Send out a satisfaction survey to assess what worked well and areas for improvement.

• Analyze the results : Evaluate the success of the event based on the initial objectives (participation, return on investment, engagement).

Tip: Use this feedback to improve your planning for future events.

Conclusion

Organizing a successful professional event requires careful planning and methodical follow-up. By following this checklist, you will maximize your chances of ensuring a smooth, professional and memorable event for all your participants. Each step, from setting objectives to post-event analysis, is essential to achieving your goals and retaining your partners.

Careful planning is the key to a successful event, and choosing the right venue is part of that.

Nestled on the Côte d'Azur, La Bastide du Roy offers an exceptional setting for your professional events. If you wish to call upon recognized agencies that can lend you a hand, we will be able to offer you advice. Contact us to give your project the setting it deserves.