Corporate Event Timeline: 8-Week Planning Runway

This timeline assumes an eight-week runway for a 100–300 person event — the most common corporate format in India. Use it as-is for town halls, launches and offsites; scale it to 12–16 weeks for conferences, which get their own conference checklist.

Week 8: brief and budget

• Write the one-line objective: what attendees should know, feel or do afterwards
• Confirm format, headcount range and date windows
• Get budget approval with a 10% contingency and one named approver
• Shortlist venues and place soft holds before touring

Week 7: venue locked

• Tour, compare and sign; confirm AV capability, load-in access and F&B minimums
• Check power, Wi-Fi quality, breakout rooms and parking in the site visit
• Diarise every cancellation and payment date from the contract
• Draft the guest profile: seniority mix, dietary needs, travel requirements

Venue evaluation criteria: how to choose an event venue.

Week 6: invitations and vendors

• Send invitations with a clear RSVP deadline and one registration link
• Book catering, AV production, gifting and transport
• Confirm speakers or internal presenters with briefs and slide deadlines
• Assign the internal owner per workstream (logistics, content, comms)

Week 5–4: content and production

• Collect first-draft decks; give presenters a hard deadline at week 3
• Build the run-sheet v1: 15-minute blocks with an owner per line
• Order branding artwork: backdrop, standees, badges, screens
• Open registration tracking; chase non-responders directly

Week 3: technical readiness

• Lock AV list: mics, switcher, screens, livestream if any
• Schedule a tech check with the venue and production partner
• Confirm catering numbers, live counters and service timings
• Print kits and badges only after headcount is 90% final

Week 1: freeze and rehearse

• Freeze headcount and seating/VIP plan
• Share the final run-sheet with every vendor and internal lead
• Rehearse stage moments, awards or launch reveals once
• Prepare backup: slide deck on two devices, spare mic, printed agenda

Event day

• Team briefing 90 minutes before doors open
• Registration desk live 45 minutes early; greeters for VIP arrivals
• One person owns the clock; one owns the stage; one owns problem-solving
• Survey link queued to send within two hours of close

+48 hours to +3 weeks

Send the thank-you note with photos, publish recordings, analyse the survey, reconcile expenses against budget, and hold a 30-minute retro — what to keep, cut and fix. Document vendor performance while it is fresh; it makes the next vendor hiring round much faster.

City-specific venue intel: Bangalore, Hyderabad and Pune.