A conference, a team day or a client dinner runs smoothly when the big decisions are made early and the details are checked late. This timeline works for most events of 20 to 200 guests.
Three to six months before
- Write a short brief: the purpose of the event, the number of guests, the budget and the ideal dates.
- Shortlist venues and book viewings. Check rooms, daylight, Wi-Fi, screens, sound and parking.
- Hold your date with the venue and confirm what the price includes.
Two to three months before
- Agree the agenda and book any speakers or facilitators.
- Choose the room layout for each part of the day: theatre for talks, cabaret for workshops, round tables for dinner.
- Pick the catering with the venue’s caterer and collect dietary needs and allergies from guests.
Four weeks before
- Send the final invitation with the address, parking details and timings.
- Share presentations with the venue to test them on their screen.
- Confirm accessibility needs and any special requests.
The week before
- Send final numbers and the running order to the venue.
- Prepare name badges, signs and a printed copy of the agenda.
- Agree one contact person at the venue and one in your team for the day.
On the day and after
Arrive early for a run-through with the venue team, test the microphones and the slides, and keep the agenda on time. Afterwards, send a thank-you to guests with any slides or photos, and ask for feedback while the day is still fresh.