How to create a corporate event production checklist

 

Increasingly, large companies are investing in creating their own corporate events. However, taking the first step can sometimes seem challenging.

Thinking about it Serene Event Complex will share with you a production list of corporate events, focused on the intelligence of the event.

We have separated two exclusive materials for you, who is an event organizer: Event Planner with timeline and Events Model Canvas: Event Planner. Checklist of event production.

Planning

The first item on the checklist is to have a well-defined plan.

A well-planned event, stands out! Now if your event is just one more and more of the same, it will end up being beaten.

That is why we have listed the most important items that should be included in your event planning.

  • Fancy decoration, food and gifts;
  • Hire the venue and the necessary equipment in advance. This will be done after surveying all your needs such as: microphones, projectors, computers, Wi-Fi, screen, printer, etc.;
  • Don't forget to offer a coffee break for the guests;
  • Get sponsors for your event.
  • Define the content of your event, interlocutors and participants. During this choice, always keep in mind the target audience of your Event;
  • Document the entire process;
  • Make quotes with already known or indicated suppliers;
  • Close partnerships with media and market associations;
  • Raise all costs involved in the Event;
  • Think about disclosure: The need to create a hot site, mobilize via social networks, internal communications, etc.;
  • Worry about the participants coming from other cities and help them with travel, accommodation and transportation information;
  • Prepare all graphic material for the event: invitation, banners, leaflets, certificates, badges, folders, printing of presentations, among others;
  • Check which departments will be involved in the organization and anticipate requests with defined deadlines;
  • Check that there is no incompatibility between dates;

If you need help to create and execute the event planning,

Registration and Access Control to the Event

The credential is the “passport” for the event, it is the place where all the participants' information is located. In addition, the credential is also used as access control at the event.

Mark the choice of an intelligent and modular system in your checklist to carry out the accreditation and access control of your event. 

Accreditation generally takes place in two steps, the first is to create a hot site focused on pre- registration and sales of the event.

The second step is the delivery of the credential and the access control of the participants on the day of the event.

Will accreditation be through self-service totems? Will the credential be barcode, QR-Code or both?

With Serene Event Complex you can choose the best way to accredit the participants of your event quickly and without queues, making them come in soon and enjoy what your event has to offer the best!

Event App for engagement

Having the right information at the right time is critical to the success of any experience.

So it is essential to have a mobile application for your event.

Engage participants by offering the best experience with: Programming, Information, Notifications, Business Card, and Network via application, and list with exhibitors of the event, Map of the Event etc.

The right information in the palm of your hand!

Exhibitor Portal

The fourth item on our checklist is to hire for your event, the exhibitor's portal.

 The exhibitor portal is a tool that allows exhibitors to centralize all the management of their stand's tasks, important information, and agenda among others in a single location.

The importance of having the exhibitor's manual for event organizers is the autonomy you give to exhibitors.

 Having a centralized system you leave all the information in one place, without having to hire multiple systems.  

Look for a system that delivers:  

  • Home: Page with information such as the location of the stand, official communications, agenda, payments and pending forms, file / document downloads.
  • Manual: In this area you can download the manual with all the rules defined by the organizer.
  •  Forms: Access to additional service forms such as: electricity (KVA), hydraulic fees, Extinguishers (Fire Brigade), Employee Accreditation, Payment of mandatory fees and etc.
  • Payments: Control of payments related to completed service / fee / credential forms.
  •  Announcements: Access to announcements made by the event's producer / organizer.
  • Agenda: Agenda with important dates regarding the event, such as: deadline for sending the project, start of CAEX operation, start of the event, etc ...
  •  Checklist: The activities and obligations of the stand, such as: Fill out the forms, hire the services for the stand, etc ...
  • Contact us: Exclusive area to contact the event organizer, answer any questions and service channels / SAC.
  • Official services: Page with contact details of companies providing official services.
  • VIP Guest: Platform for launching VIPS invitations for exhibitor guests.
  • Shopping cart: The exhibitor has the option of adding the additional services requested in the forms menu and making payment in a single order.

Do not leave any of these items raised outside your checklist, this can be the great differentiation of the event, and remember: If your event has booths for exhibitors and sponsors, hire the exhibitor portal.

If you need help organizing your Event, count on the most intelligent and complete System for the management of Serene Event Complex Corporate Events. 

We wish you much success!

courtesy: corporate event planner in Lahore

 

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