Event Technology
Corporate Event Planning Checklist
Whether you are planning a company celebration, product presentation, customer event, conference, trade fair appearance, or anniversary, thorough planning helps ensure smooth operations and a professional experience for your guests.
Objectives and General Requirements
☐ Define the objective of the event
☐ Determine the type of event
☐ Identify the target audience
☐ Estimate the number of guests
☐ Set the event date and possible alternative dates
☐ Define the budget
☐ Assign responsibilities within the company
☐ Create an initial timeline and project plan
Selecting the Venue
☐ Research suitable event venues
☐ Check capacities and room sizes
☐ Consider accessibility and parking facilities
☐ Check accessibility for people with disabilities
☐ Clarify delivery, load-in, and setup options
☐ Check power supply and internet connections
☐ Observe emergency exits and safety requirements
☐ Clarify curfews and noise restrictions
Planning Event Technology
☐ Define sound and PA system requirements
☐ Plan microphones for hosts, speakers, or panel discussions
☐ Develop a lighting concept for the stage, venue, and atmosphere
☐ Select presentation technology
☐ Plan displays, projectors, projection screens, or LED walls
☐ Assess requirements for stages, platforms, or truss systems
☐ Consider technical requirements for music or performers
☐ Plan for livestreaming or hybrid participation
☐ Check internet and network requirements
☐ Plan power requirements and power distribution
☐ Ensure technical support throughout the event
☐ Provide backup equipment for critical systems
☐ Conduct a technical rehearsal before the event begins
Programme and Schedule
☐ Create a detailed event schedule
☐ Define start and end times
☐ Plan the welcome and event moderation
☐ Coordinate speeches and presentations
☐ Schedule breaks
☐ Book performers or entertainment
☐ Prepare product presentations or show elements
☐ Allow sufficient time for stage changes or technical changeovers
☐ Plan the closing and farewell
Guest and Invitation Management
☐ Create a guest list
☐ Design and send invitations
☐ Organise the registration process
☐ Manage acceptances and declines
☐ Send reminders
☐ Prepare name badges or accreditation passes
☐ Plan reception and check-in
☐ Make separate arrangements for VIP guests
Catering
☐ Define the catering concept
☐ Plan the beverage selection
☐ Coordinate food and menu options
☐ Include vegetarian and vegan options
☐ Ask about allergies and dietary intolerances
☐ Plan sufficient service staff
☐ Organise refreshments for breaks
☐ Coordinate catering setup and dismantling
Equipment and Event Design
☐ Plan furniture requirements
☐ Determine table layouts and seating arrangements
☐ Design the reception area
☐ Design the stage and presentation area
☐ Integrate corporate branding
☐ Prepare signage
☐ Select decorations
☐ Provide a cloakroom
☐ Prepare giveaways or information materials
Staff and Service Providers
☐ Appoint a project manager
☐ Contract an event technology provider
☐ Book catering services
☐ Organise an event host or moderator
☐ Book photographers or videographers
☐ Assess security staffing requirements
☐ Arrange hosts, hostesses, or reception staff
☐ Organise cleaning services
☐ Document contact persons for all service providers
Safety and Permits
☐ Review the safety concept
☐ Check emergency exits and evacuation routes
☐ Consider fire safety requirements
☐ Observe the venue’s maximum occupancy
☐ Define emergency contacts
☐ Review insurance requirements
☐ Obtain all necessary permits
☐ For outdoor events, prepare weather and severe-weather contingency plans
Communication and Marketing
☐ Announce the event internally
☐ Create a landing page or event website
☐ Plan social media communications
☐ Prepare email communications
☐ Inform the press or business partners
☐ Plan photo and video content for post-event communications
☐ Obtain the necessary consent for photography and video recordings
Shortly Before the Event
☐ Confirm the final number of attendees
☐ Reconfirm arrangements with all service providers
☐ Update the event schedule
☐ Collect and test all presentations
☐ Inspect the technical setup
☐ Conduct a soundcheck
☐ Check the lighting
☐ Test all microphones
☐ Put up signage
☐ Check the catering setup
☐ Distribute contact details and telephone numbers
☐ Review emergency and backup plans
On the Day of the Event
☐ Open the venue in good time
☐ Power up all technical systems
☐ Carry out a final technical check
☐ Prepare the reception area
☐ Check the catering
☐ Welcome and check in guests
☐ Monitor the event schedule
☐ Ensure designated contacts remain available to service providers
☐ Communicate any changes immediately to everyone involved
☐ Ensure photo and video documentation is carried out
After the Event
☐ Coordinate dismantling and load-out
☐ Check rented equipment
☐ Review invoices and costs
☐ Back up photos and videos
☐ Gather attendee feedback
☐ Conduct an internal debrief
☐ Document opportunities for improvement
☐ Evaluate service providers
☐ Prepare content for the website and social media
☐ Thank guests and partners
Event Technology from a Single Source
With Pradler Veranstaltungstechnik, you receive complete technical full-service support for your corporate event.
We support you with the planning and implementation of lighting and sound technology, stage construction and lighting, presentation and media technology, LED technology, as well as the technical operation and support of your event.
From consultation and planning to delivery, setup, technical operation, and dismantling, you have one central point of contact throughout the entire process.
You plan your event – we take care of the technology.
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