Corporate Event Planning Checklist (90 Days to Showtime)

This is the actual 90-day checklist we run for corporate clients, from product launches to annual conferences. Download the PDF version at the end — email-gated so we know who's building events in Chennai.

Day -90: Objective + brief

Define the event objective in one sentence. Lock the business outcome you're measuring (lead gen, product awareness, team recognition). Set a budget range with a 15% contingency. Identify key stakeholders and sign-off authorities. Draft the attendee profile and target count.

Day -75: Venue + dates

Shortlist 3 venues with site visits. Negotiate rate card, F&B minimums, overtime charges, parking. Confirm date (verify no clashes with major Chennai events). Secure deposit and contract.

Day -60: Vendor shortlist

Event management partner (Aerollerz handles the rest from here). Keynote speakers if applicable. Catering spec. Entertainment programming. Photography and videography teams. Give-aways and hamper vendors.

Day -45: Content + creative

Keynote scripts drafted. Stage design mocks approved. Backdrop and signage artwork locked. Delegate kit contents finalised. Social and press collateral drafted. Invite collateral sent.

Day -30: Logistics lock

Final guest list to venue. Dietary requirements collated. Transport and hospitality coordinated. Final run-of-show document (ROS) circulated. Vendor payments scheduled. Insurance and permits confirmed.

Day -14: Rehearsals + review

Full ROS walkthrough with stakeholders. Tech check at venue. Backup plans for weather, power, late arrivals. Staff briefing with ops team. Media briefing kit finalised.

Day -1: Setup

Venue setup begins (timing depends on event scale — most need overnight access). AV and lighting rigged and tested. Signage installed. VIP routes walked through. Catering kitchen confirmed. Security briefed.

Event day: Showtime

Showcaller runs the ROS. Dedicated producer on-floor. Backup equipment on standby. Media coordinator managing press. Hospitality team on all VIP zones. Post-event feedback forms distributed.

Day +1 to +7: Debrief + reporting

Full event recap document. Attendee feedback summary. Photo and video deliverables. Media coverage report. Expense reconciliation. Lessons learned for the next event.