This checklist covers the guest-facing side of a corporate event: everything between deciding who to invite and welcoming them at the door. Adapt the timings to the size of your event.
Eight to twelve weeks before
- Agree the guest list and guest categories
- Decide what you need to ask guests: plus-ones, dietary and access needs, sessions, accommodation
- Confirm the venue, room block and catering deadlines
- Agree who in your organisation needs to see replies, and what they should see
- Set your data retention period and privacy notice
See how to create a delegate list and GDPR for event organisers.
Six to eight weeks before
- Build the event page with the agenda, venue and travel details
- Set up the reply form and test it yourself
- Write the invitation, reminder and confirmation emails
- Import and check the guest list
- Send yourself a test invitation
See how to write a corporate event invitation email.
Four to six weeks before
- Send the invitations
- Watch replies and bounced emails
- Approve accommodation requests as they come in
See how to manage RSVPs and hotel room blocks and rooming lists.
Two weeks before
- Send reminders to people who haven't replied
- Close replies at your deadline
- Send final numbers and dietary requirements to the caterer
- Send the rooming list to the hotel
See RSVP reminder emails and collecting dietary requirements.
The week of the event
- Brief the door team and set up their access
- Test check-in at the venue entrance
- Send a final update with arrival details
See running a registration desk and QR code check-in.
On the day and after
- Check guests in and watch arrivals live
- Download the attendance report
- Follow up with attendees and those who couldn't come
- Delete personal data when your retention period ends
Doing it all in one place
DelegateFlow covers every step on this list for invitation-only corporate events: registration and RSVPs, delegate management, accommodation and check-in. See pricing or book a demo.
