Planning
Event Planning Timeline: 6-Month Corporate Event Checklist 2026
TL;DR. A 150-pax corporate event needs 6 months of lead time to run right. Month 1 (T-6): objectives, budget, destination shortlist, initial RFP. Month 2 (T-5): RFP responses, BAFO, contract signature. Months 3-4 (T-4 to T-3): run of show, speakers, registration launch, marketing. Months 5-6 (T-2 to T-0): final logistics, rehearsal, execution, wrap-up. Shorter timelines increase cost and risk 15-30 percent.
Corporate event planners are often forced to compress timelines. This guide shows what "full" timeline looks like so you know what you're giving up when you compress. Designed for 100-300 pax events; scale up or down as needed.
Month 1 — Strategy and RFP (T-6 months)
Week 1: Foundation
- Stakeholder kickoff meeting: event sponsor, CFO, functional leads
- Objectives defined (1-3 primary, 2-3 secondary)
- Success metrics agreed (tied to event type)
- Budget range approved (ceiling)
- Date range locked (primary + 2 alternates)
- Attendee profile confirmed (VIPs, delegates, guests)
Week 2: Destination and sourcing prep
- Destination shortlist (3-5 cities based on objectives, attendee origin, budget)
- Hotel sourcing criteria (capacity, room block, F&B, location, certs)
- Internal approvals (legal, procurement, security)
- RFP template drafted
- Internal project management kickoff (kanban board, weekly sync)
Week 3: RFP launch
- Long list of hotels compiled (15-25 per city shortlist)
- Short list selected (6-12 hotels across cities)
- RFP sent via platform (Easy RFP, Cvent, etc.)
- Planner-hotel pre-sourcing calls scheduled (for top choices)
- Response deadline: T-5.5 months
Week 4: Response collection
- Hotel responses tracked
- Clarifying questions answered
- Site visit plan drafted for top 3 (if site visits are in plan)
- Pricing normalised across proposals (VAT, service, amenities)
Month 2 — Negotiation and contract (T-5 months)
Week 5-6: Shortlist and BAFO
- Top 3 shortlist
- BAFO round invitation
- Site visits if applicable (can skip for known properties)
- Reference checks with past planners
Week 7: Decision
- Winner selected
- Decline emails to non-winners
- Contract drafted
- Legal review initiated
Week 8: Contract execution
- Final contract negotiations (attrition, force majeure, F&B minimums)
- Deposit paid (typically 10-25 percent)
- Contract signed
- Kickoff call with hotel event team
- Save-the-date designed
Month 3 — Content and logistics (T-4 months)
Week 9-10: Programme design
- Agenda drafted (keynotes, breakouts, networking, meals)
- Speakers secured (3-6 for typical conference)
- Run-of-show draft v1
- AV requirements specified
- Hybrid tech decisions (if applicable)
Week 11-12: Marketing prep
- Save-the-date emailed (12 weeks out is optimal)
- Event website live
- Registration platform configured
- Registration opens (for customer events) or invitations sent (internal)
- Branding finalised (logo, colour palette, templates)
Month 4 — Build and promote (T-3 months)
Week 13-14: Vendor procurement
- AV partner contracted
- Catering decisions (menus locked with hotel)
- Photography/videography contracted
- Signage vendor engaged
- Printed materials (badges, programme booklets) designed
Week 15-16: Content and registration push
- Registration push #1 (email + LinkedIn)
- Speaker bios and abstracts collected
- Session descriptions published
- Event app configured (if using)
- Hotel rooming list structure decided
Month 5 — Lockdown (T-2 months)
Week 17-18: Registration close
- Registration cut-off (typically T-45 to T-30)
- Final headcount confirmed
- Room block slippage executed (if pickup soft)
- Rooming list compiled
- Dietary restrictions collected
- Accessibility requirements confirmed
Week 19-20: Run of show finalisation
- Run of show v-final
- Rehearsal schedule set
- Speaker briefings completed
- Moderator/MC scripts drafted
- Contingency plans (speaker drop, tech failure, medical)
- Hotel pre-con meeting (typically T-10 days at hotel)
Month 6 — Execute and wrap (T-1 month to T+1 month)
Week 21-23: Final prep
- Printed materials delivered to hotel
- AV rehearsal
- Signage install planned
- Gift / welcome amenity prep
- Travel itineraries sent to attendees
- Pre-event communications (what to expect, dress code, arrival logistics)
Event week (T-1 week to T+1)
- Pre-con at hotel (T-1 day)
- Load-in (T-1 day)
- Event run
- Post-event NPS survey (within 48 hours)
- Vendor debrief
- Media and photography collected
Week 24: Wrap-up (T+1 week)
- Final invoices reviewed (audit per contract)
- Thank-you emails sent
- Post-event report drafted
- ROI metrics compiled
- Lessons learned documented
- Stakeholder debrief meeting
Compressed timelines — what you give up
4-month timeline (T-4)
Possible but tight. Skip: extensive destination scouting, deep BAFO, extended marketing runway. Rates 5-10 percent higher (less hotel competition), registration 15-20 percent lower (shorter runway).
3-month timeline (T-3)
High-risk. Skip: site visits, BAFO, custom programme design (template-heavy). Rates 15-25 percent higher. Expect execution issues.
Under 3 months
Emergency mode. Single-sourced hotel, no negotiation, use existing speaker/programme templates. 30-50 percent cost premium. Registration and logistics stressed.
Rule of thumb: event pax vs timeline
- Under 40 pax: 2-3 months acceptable
- 40-150 pax: 4-6 months standard
- 150-500 pax: 6-9 months standard
- 500-2000 pax: 9-12 months standard
- 2000+ pax: 12-18 months standard
Easy RFP compresses the sourcing phase.
From RFP to shortlist in 5 days, not 5 weeks. Free plan available — no credit card.
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