Planning a corporate meeting or event takes time, organization and preparation. Whether it’s a large scale gathering or just a simple meeting of the inner circle, the DoubleTree Downtown located in Pittsburgh, Pa offers customizable options and a variety of support to host all of your meeting needs.

1. Corporate Meeting Planning
Checklist

2. IntroductionPlanning a large business meeting or
event can take a tremendous amount of
organization and preparation.
A large business event needs a plan, and
a plan needs a checklist to make sure
everything gets done on time and
correctly.
The details of a business-event checklist
vary depending on the event, but there are
several basic things that an event
coordinator needs to take into account:
Budget
Focus
Guests & Speakers
Participants
Audience
Timeline

3. A business event should have a
detailed budget in place before any other
plans are made. The budget will dictate
how the rest of the event falls into place.
Always allow a cushion of at least
10% to 20% in your event budget to take
care of problems and changes as they arise.
A detailed budget, unlike a general
budget, will help you determine how much
is to be spent on each part of the event and
reduce the risk of overspending.
Budget
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4. Focus
Determine why
your company is holding the
event and then use that as
the theme.
An event designed to
attract new clients would be
designed differently than an
event used to find new
employees.
The focus
of the event can also help
to determine what kind of
handouts and displays will
be created.
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5. Guests &
Speakers
Special guests and keynote speakers will help increase attendance at your
event. Develop a list of the kinds of guests and speakers you would like to feature and then
reach out to them by phone to see if they would be interested in attending. Once you have
your special guests and keynote speakers established, you can make them part of your
marketing plan.

6. Participants
If you will be allowing other companies to set
up displays at your event, develop a marketing strategy to attract
them. You can charge companies to display at your event and
use this income to offset the costs of putting on the event.

7. Audience
When you have all of your guests, speakers and
displays in place, start marketing your event to your target
audience. A six-month advertising campaign will get maximum
coverage. You can also use the many free Internet social
networking websites available to spread the word about your
event.

8. Timeline
In order to plan your event properly
and make sure things get done when they are needed,
create a timeline with milestones.
Your timeline should begin at least 120 days prior
to the event with the creation of the budget, although
more time will give you the chance to maximize
advertising efforts.
Set deadlines for things such as confirmation of
speakers and event-display participants and make
those your milestones. Once you have your timeline in
place, you can begin to prioritize your resources and
get your event set up correctly.
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9. ConclusionEvent planning is an acquired skill, one
that will develop as you get used to the
rhythm of organizing them.
The most important thing is to write
everything down and to double-check data
before you rely on it.
If you still need guidance for planning your
perfect event, click the icon to get a
complete and extensive; meeting and
event planning checklist:
D Corporate Meeting
Planning Checklist