Corporate Event Planning Checklist for Brisbane South Businesses

Planning a corporate event requires attention to detail and careful coordination. Whether you're organising a company conference, team training day, product launch, or annual general meeting, this checklist will help Brisbane South businesses deliver successful events.

8+ Weeks Before: Strategic Planning

Define Your Event

Clarify the event purpose and objectives
Determine the target audience and expected attendance
Set a realistic budget with contingency (typically 10-15%)
Choose a date (check for public holidays, school terms, competing events)
Identify key stakeholders and decision-makers
Establish success metrics (attendance, feedback scores, leads generated)

Venue Selection

Research potential conference venues in Brisbane South
Confirm capacity requirements for your preferred room setup
Check venue availability for your preferred dates
Request quotes and compare inclusions
Visit shortlisted venues in person
Book your chosen venue and pay deposit
Confirm cancellation policy and terms

Budget Allocation

Typical corporate event budget breakdown:

Venue hire: 20-30%
Catering: 25-35%
Audio-visual: 10-15%
Speakers/entertainment: 10-20%
Marketing/promotion: 5-10%
Signage and materials: 5-10%
Contingency: 10-15%

6-8 Weeks Before: Content and Logistics

Program Development

Finalise the event agenda and timing
Confirm speakers and presenters
Brief speakers on topic, duration, and audience
Request speaker bios and headshots for promotion
Plan breakout sessions if applicable
Schedule networking breaks and meal times

Catering Arrangements

Select caterer (venue-provided or external)
Choose menu options appropriate for your audience
Plan for dietary requirements (vegetarian, vegan, gluten-free, halal, kosher)
Confirm beverage service (tea/coffee breaks, lunch drinks, bar service)
Arrange dietary requirement collection in registration
Confirm final numbers deadline with caterer

Technical Requirements

List all AV equipment needed (projector, microphones, screens)
Confirm what's included with venue hire
Arrange additional equipment hire if required
Book technical support for the event
Test video conferencing for hybrid events
Confirm Wi-Fi capacity and access details

4-6 Weeks Before: Promotion and Registration

Attendee Communications

Create event invitation with all details
Set up online registration system
Include dietary and accessibility questions
Send save-the-date or initial invitation
Create event landing page if required
Set up confirmation emails

Marketing and Promotion

Internal promotion (intranet, email, notice boards)
External promotion if applicable (social media, industry networks)
Create event hashtag for social sharing
Prepare speaker announcements
Design event collateral (banners, programs, name badges)

Materials and Supplies

Order name badges and lanyards
Prepare delegate packs or folders
Order signage (directional, welcome, sponsor)
Arrange printing (programs, handouts, feedback forms)
Source any giveaways or merchandise

2-4 Weeks Before: Final Preparations

Venue Coordination

Confirm room setup requirements with venue
Provide floor plan and table arrangements
Confirm arrival and setup time
Arrange access for suppliers (caterers, AV, florists)
Confirm parking arrangements for attendees
Request venue contact for event day

Presenter Coordination

Collect all presentations and materials
Test presentations on venue equipment if possible
Confirm presenter arrival times
Arrange any presenter requirements (green room, water, lectern)
Prepare presenter gifts if applicable

Run Sheet Development

Create detailed event run sheet with timings
Assign responsibilities to team members
Include setup, event, and pack-down timings
Note technical cues and transitions
Share run sheet with all key personnel

1 Week Before: Final Confirmations

Numbers and Details

Close registrations and confirm final numbers
Submit final catering numbers
Collate dietary requirements for catering
Print final attendee list
Prepare name badges

Communications

Send attendee reminder with venue details and parking information
Include map and directions
Remind about dietary requirements confirmation
Share agenda/program
Provide contact number for event day queries

Team Briefing

Brief all event staff and volunteers
Assign specific roles and responsibilities
Review run sheet together
Establish communication channels for event day
Conduct site visit if team members are unfamiliar with venue

Event Day: Execution

Setup (Arrive Early)

Arrive at least 2 hours before start time
Confirm room setup matches requirements
Test all AV equipment and presentations
Set up registration desk
Place signage and wayfinding
Arrange delegate materials
Brief venue staff on timings
Confirm catering timing and setup

Registration

Open registration 30-45 minutes before start
Have printed backup attendee list
Manage name badges and delegate packs
Direct attendees to refreshments and seating
Track actual attendance numbers

During the Event

Monitor timing against run sheet
Coordinate speaker transitions
Manage AV and technical requirements
Oversee catering service timing
Handle any issues promptly and discreetly
Take photographs for post-event use
Monitor social media and event hashtag

Pack-Down

Collect all company materials and equipment
Return venue to agreed condition
Retrieve any leftover catering as arranged
Complete venue checklist with venue manager
Collect any lost property

Post-Event: Follow-Up

Within 48 Hours

Send thank you email to attendees
Distribute feedback survey
Share presentation slides or recordings
Thank speakers and suppliers
Post event photos on appropriate channels

Within 2 Weeks

Collate and analyse feedback
Review against success metrics
Calculate final budget vs actual
Document learnings for future events
Process supplier invoices and payments
Prepare event report for stakeholders

Brisbane South Corporate Event Venues

KP Centre in Shailer Park provides professional corporate event facilities for Brisbane South businesses:

Auditorium One: Up to 350 theatre-style for conferences and large meetings
Auditorium Two: Up to 200 for training days and seminars
Both venues include: Professional AV, free parking for 200 vehicles, kitchen facilities, and flexible catering options