Checklist for Organizing a Professional Event

Just like organized travelers use checklists before going on vacation, event planners benefit greatly from them too. These lists help save time and offer peace of mind. The same principle applies to event planning.

Organizing a corporate event takes more than improvisation. This complex process requires careful preparation and flawless execution. A list of key points or tasks can make all the difference. It ensures participants get all essential information and keeps your objectives in focus. You'll be able to track whether each step of your activity or process has been completed efficiently.

Defining the Event Objective

Clearly define your goals before planning the event. What are you aiming to achieve? Is it to discover new market trends, build skills, or attract clients? Do you want to meet partners or showcase products?

Proper preparation is key to making a lasting impression.

Choosing the Activities

Select activities that will appeal to the group. Understand their interests, preferences, and expectations. Some enjoy calm, reflective experiences, while others prefer fun, interactive adventures.

Escape games are widely popular and proven successful. We offer our own: The Last Treasure. It adapts to space, schedule, and group size constraints. It brings a touch of originality and conviviality to your corporate team building in Zurich.

Choosing the Date and Venue

Carefully consider the date and time of your event. Choose them based on participants' availability and avoid overlaps with other seminars.

Weekday events are preferable—weekends may conflict with personal or family time. Also avoid holidays, festive periods, or school vacation times.

Compare different venue prices before making a decision. The venue should accommodate your group size and meet your event objectives. No worries though—our hosts can launch The Last Treasure anywhere.

Establishing a Budget

It’s recommended to create a detailed budget and select activities accordingly. This helps manage expenses more effectively and maximizes available resources while preventing financial surprises.

The budget is a key item on your checklist and a major factor in choosing your activities.

Selecting Attendees

Identify who you want to invite: activity leaders, project experts… Decide what you’d like to offer them: workshop participation, cause support, product discovery…

List the people to invite and check their availability. Ask them to confirm in advance. To facilitate this, set up an online ticketing or registration system.

Writing a Communication Plan

Communicating about your event is essential.

Have you defined the seminar details? The next step is to promote it or send out invitations to your target audience.

Announcing your corporate team building ensures good participation and builds excitement. You can also use posters, teaser videos, flyers… Include compelling elements.

Scheduling the Program

Create and update a clear event schedule. Let everyone know how the day will unfold.

• Date and time of each session.
• Description of workshops or group activities.
• Name of the speaker, unless it’s a surprise.
• Clothing or items to bring.

Finding and Selecting Service Providers

Planning a team building requires working with various providers. The number will vary depending on the theme and event size. Common providers include:

• Catering company or food service.
• Professional photographer/videographer.
• Technician for lighting, sound, etc.
• Transportation service for attendees.
• Hotel manager for guest accommodation.
• Security and access control provider.

Planning a Backup Solution

Nothing should be left to chance when planning a corporate outing. It’s a moment to thank stakeholders and foster team connection. But last-minute changes can threaten its success. That’s why having a backup plan is crucial. It helps handle both major and minor hiccups and prevents event cancellation.

The Last Treasure is a custom-designed game that adapts to your needs. Our team can set it up at any location: company offices, trade shows… Indoors or outdoors, your team will enjoy the experience.

Task Delegation and Event Monitoring

Stay alert on the big day, even if everything is well-organized. Stick to the planned schedule. This allows you to calmly handle unexpected demands or issues.

Delegate tasks and provide participants with responsibility lists. Everyone should know what to do and who to contact in case of problems.

Monitor activities in real time.

Evaluating Team Satisfaction

Thank all participants and conduct a post-event review—these are the final checklist steps. Gather attendees' feedback to evaluate the event’s effectiveness. Consider their suggestions and comments. By analyzing their input, you'll identify which activities generated the most excitement. These insights help improve future events based on your team’s expectations.