Event Planning Checklist: A Step-by-Step Template for Corporate Events
Short answer
A good event planning checklist works backwards from the event date: 12 or more weeks out set goals, budget and date and book the venue; 8 weeks out confirm suppliers, permits and speakers and open registration; 4 weeks out finalise run of show, branding and logistics; the final week confirm numbers and brief everyone; on the day manage set-up, timings and guests; and after the event follow up, settle invoices and report results.
Key takeaways
- ✓Plan backwards from the event date.
- ✓Permits and venues have the longest lead times.
- ✓A run of show keeps everyone aligned on the day.
- ✓Follow-up is where the business value appears.
Timeline checklist
| When | Tasks |
|---|---|
| 12+ weeks | Goals, budget, date, venue shortlist, event partner |
| 10 weeks | Book venue, plan concept and agenda |
| 8 weeks | Suppliers (AV, catering, decor), permits, speakers, registration opens |
| 6 weeks | Invitations and marketing, transport plan |
| 4 weeks | Run of show draft, branding and print, staffing plan |
| 2 weeks | Final numbers, dietary needs, seating, rehearsal plan |
| 1 week | Supplier confirmations, briefing pack, contingency plan |
| Event day | Set-up, tech checks, guest management, timing |
| After | Thank-you messages, lead follow-up, invoices, report |
Budget lines to include
- Venue and catering.
- AV, staging and lighting.
- Decor and branding.
- Permits and insurance.
- Speakers and entertainment.
- Photography and video.
- Transport and accommodation.
- Contingency.
Use our corporate event budget template.
Planning an event, exhibition or launch?
Husbar plans, books and runs events end to end, built around the leads and results you want afterwards.
Plan your event with HusbarPermits and approvals
Some events in Dubai, Abu Dhabi and Sharjah need permits depending on venue and activity. See event permits in Dubai and event management in Sharjah.
Related guides
Read how to organise a conference in Dubai, corporate event planning in the UAE and what a corporate event planner does. Husbar's event management team plans and runs corporate events across the UAE and Saudi Arabia.
Mistakes to avoid
- Booking the venue before confirming the budget.
- No contingency for weather or no-shows.
- Late permit applications.
- No plan to capture and follow up leads.
A worked example
A company planning a 200-guest product launch in Dubai worked backwards from the date: venue booked 12 weeks ahead, AV and catering at eight weeks, permits and invitations at six weeks, run of show finalised two weeks before, and a full briefing the day before. On the day, the team followed the run of show minute by minute, and leads were followed up within two days.
Quick checklist
- Goals and KPIs set.
- Budget approved.
- Venue booked.
- Suppliers confirmed in writing.
- Permits secured.
- Run of show shared.
- Follow-up plan ready.
Key terms
- Run of show: the minute-by-minute event schedule.
- Load-in: the time suppliers set up at the venue.
- Contingency: a backup plan and budget for problems.
- RSVP: a guest's reply confirming attendance.
How far in advance should I plan a corporate event?+
Ideally three months or more for larger events; more for conferences.
What should an event checklist include?+
Goals, budget, venue, suppliers, permits, guests, run of show, staffing and follow-up.
What is a run of show?+
A minute-by-minute schedule of the event for staff, suppliers and speakers.
Do I need insurance for an event?+
Many venues require it. Check with the venue and your insurer.
Can I get the checklist as a spreadsheet?+
You can copy the table above into Excel or Google Sheets.
Can Husbar plan our event?+
Yes. Email team@husbar.com.
Who should own the event checklist?+
One event lead, supported by a planner or agency, so tasks do not fall between teams.
Sources
- [Dubai Department of Economy and Tourism: events](https://www.dubaidet.gov.ae)
- [Dubai Business Events](https://www.dubaibusinessevents.com)
Team Husbar
Husbar Editorial
Team Husbar is the strategy, psychology and research team at Husbar, a psychology-led growth agency headquartered in Dubai. Together we have worked with 100+ brands over 10+ years.
Planning an event, exhibition or launch?
Husbar plans, books and runs events end to end, built around the leads and results you want afterwards.
Plan your event with Husbar
