Corporate Event Planning ChecklistPlan it once.
Run it calmly.
A free checklist and budget template for HR, marketing and admin teams planning an annual day, offsite, product launch or conference in Bangalore. Use it as it is, or send it to any event company with your brief. Need someone to run the event itself? See our corporate event organisers in Bangalore.
STEP 1
The brief to send every event company
Send the same brief to each company on your shortlist. Quotes built from one brief are the only ones you can compare line by line.
| Field | What to include |
|---|---|
| Objective | Why the event is happening and what success looks like (recognition, launch coverage, team alignment). |
| Date | Preferred date, a backup date and the start and end times. |
| Guests | Expected and maximum headcount, who they are, and how many travel from outside Bangalore. |
| Place | Preferred area or venue type: office, hotel ballroom, convention centre or resort. |
| Format | Seated, theatre, cabaret or cocktail; number of stages or breakout rooms. |
| Agenda | A draft running order with speakers, awards and performances. |
| Food | Vegetarian, non-vegetarian and Jain split; meals and tea breaks needed. |
| AV and branding | Screens, LED wall, microphones, live stream, branded backdrop, signage. |
| Budget | A range, and which costs it must cover (venue, food, production, GST). |
| Paperwork | GST details, purchase order, vendor onboarding forms and whether an NDA is needed. |
| Contact | One decision-maker and one day-of contact, with phone numbers. |
STEP 2
Week-by-week planning timeline
10–12 weeks before (150+ guests)
- Agree the objective, audience and how success will be judged.
- Fix the budget range and who approves spend.
- Shortlist dates, with a backup.
- Send the same brief to two or three event companies so their quotes compare.
- Start vendor onboarding early: GST, PAN, purchase order and NDA often take longest.
6–8 weeks before
- Confirm the venue and read the terms: cancellation, minimum guarantee, overtime and music cut-off.
- Lock the agenda, speakers and any awards list.
- Approve the stage, branding and AV plan.
- Send save-the-dates and open registration.
3–4 weeks before
- Finalise the menu and dietary needs.
- Arrange transport, parking and rooms for outstation guests.
- Send print and branding files to suppliers.
- Draft the run sheet.
1 week before
- Give the final headcount to the venue and caterer.
- Book a rehearsal slot for speakers and performers.
- Share the run sheet and a contact list with everyone involved.
The day before
- Stage and AV check at the venue.
- Test registration, badges and signage.
- Confirm arrival times for every supplier.
On the day
- One person owns the run sheet and calls every cue.
- Keep a spare microphone, clicker and laptop ready.
- Know where first aid and the emergency exits are.
After the event
- Send a short feedback form within 48 hours.
- Reconcile every invoice against its quote.
- Share photos and video, and thank speakers and suppliers.
STEP 3
Budget line items to price separately
Ask every supplier to quote these lines separately, with GST shown on each. The downloadable template has the same lines with columns for supplier, quote, GST and payments.
| Line item | What it covers | Ask the supplier for |
|---|---|---|
| Venue rental | Hall or space hire, setup and breakdown time | Hours included, overtime rate, cancellation terms |
| Food and drink | Meals, tea breaks, bar if any | Per-head rate, minimum guarantee, menu tasting |
| Stage and décor | Stage, backdrop, florals, furniture | Drawings or references, what is reusable |
| AV production | Sound, lights, screens or LED wall, live stream | Equipment list and the technician on duty |
| Registration | Desk, badges, lanyards, check-in system | Staff count and setup time |
| Branding and print | Signage, standees, printed collateral | Proof approval dates and file specs |
| Photography and video | Coverage, edits, same-day highlights | Delivery timelines and usage rights |
| Entertainment and host | MC, performers, DJ | Set length, technical rider, travel costs |
| Transport and stay | Buses, cabs, rooms for outstation guests | Per-trip or per-night rates |
| Gifts and merchandise | Welcome kits, awards, mementoes | Unit price and delivery date |
| GST | Tax on each supplier invoice | Rate applied and your GSTIN on the invoice |
| Contingency | Last-minute changes and extras | Keep a reserve; many planners hold 10–15% |
STEP 4
Paperwork to settle early
- GST invoices showing your company's GSTIN, and the GST rate on each line.
- A purchase order number on every invoice, if your finance team uses them.
- Vendor onboarding forms completed before the advance is paid.
- An NDA signed before you share confidential agendas or launch details.
- The venue's rules on music cut-off, décor fixing and outside suppliers, in writing.
- Whether your company needs event insurance or a venue indemnity.
STEP 5
A sample day-of run sheet
A sample for a three-hour evening event. Replace the times and owners with your own; the point is that every segment has one owner and one cue.
| Time | Segment | Owner | Stage and AV cue | Notes |
|---|---|---|---|---|
| 17:30 | Registration opens | Front desk lead | Welcome loop on screens | Badges by surname |
| 18:30 | Welcome | Host | Walk-in music down, mic 1 live | Two minutes |
| 18:40 | Leadership address | CEO | Slides cued, mic 2 | Clicker tested |
| 19:10 | Awards | HR lead | Winner slides, fanfare cue | Trophies on side table |
| 20:00 | Dinner | Venue manager | Background music | Vegetarian counters marked |
| 21:30 | Close | Host | Thank-you slide | Transport desk open |
IF YOU WOULD RATHER HAND IT OVER
Have it run for you
If you would prefer a team to take this on, see our corporate event management in Bangalore page for formats, packages and inclusions, or send us your brief.
QUESTIONS
Planning questions, answered
How far in advance should we plan a corporate event in Bangalore?
For 150 or more guests, start 10–12 weeks ahead, and earlier for December annual days, when popular venues fill quickly. A smaller team event can usually be planned in 3–4 weeks.
What should a corporate event brief include?
The objective, date and a backup date, guest count and audience, preferred area or venue type, format, a draft agenda, food preferences, AV and branding needs, the budget range, paperwork requirements and one point of contact.
What do corporate event packages usually leave out?
Venue rental, food per head and GST are often quoted separately. BillionEvents packages, for example, exclude venue rental and GST, and per-attendee food is billed by the venue. Ask every supplier to list these lines separately.