Organizing a corporate event is complex. Between venue logistics, catering, entertainment, and equipment hire, it’s easy to forget critical details that make your event memorable.
This comprehensive checklist walks you through everything needed to plan a flawless corporate function in Perth—from dance floors and staging to the final takedown.
## Phase 1: Planning & Concept (8 Weeks Before)
### Event Fundamentals
– [ ] Define event purpose (conference, gala, product launch, team building)
– [ ] Set target attendance (impacts space and equipment sizing)
– [ ] Choose event date and venue
– [ ] Establish budget for equipment hire
– [ ] Identify key stakeholders and decision-makers
– [ ] Create event timeline (registration, presentations, entertainment, departure)
### Venue Assessment
– [ ] Confirm venue floor type (concrete, carpet, timber, grass)
– [ ] Check ceiling height and stage clearance
– [ ] Identify power availability and electrical capacity
– [ ] Measure venue dimensions and layout
– [ ] Confirm outdoor vs. indoor requirements
– [ ] Check load-bearing capacity (for stages and large equipment)
– [ ] Identify any venue restrictions or limitations
– [ ] Verify parking and access for delivery trucks
## Phase 2: Equipment Planning (6 Weeks Before)
### Dance Floor Planning
– [ ] Decide: Do you need a dance floor? (Entertainment? Celebration?)
– [ ] Determine dance floor size based on guest count
– [ ] Choose floor type: Classic parquet or LED/lighting options?
– [ ] Plan floor placement (separate zone or integrated with stage?)
– [ ] Confirm color preferences (black, white, custom)
– [ ] Request sample imagery of floor options
### Event Staging Planning
– [ ] Decide: Do you need a stage? (Presentations? Performances? Speeches?)
– [ ] Determine stage size based on requirements
– [ ] Plan stage placement (front-of-room, side, integrated with floor?)
– [ ] Identify any technical requirements (microphones, lighting rig integration)
– [ ] Plan backdrop/branding integration
– [ ] Consider sight lines for all attendees
## Phase 3: Booking & Logistics (4–6 Weeks Before)
### Confirm Equipment Hire
– [ ] Contact CorpraHire for quote (dance floor, staging, installation)
– [ ] Provide detailed event information
– [ ] Review quote and confirm pricing
– [ ] Confirm delivery and setup date/time
– [ ] Confirm breakdown and removal scheduling
– [ ] Get confirmation of any add-ons
– [ ] Discuss branding and design integration
– [ ] Finalize contract and payment terms
### Coordinate with Other Vendors
– [ ] Brief caterers on equipment placement
– [ ] Confirm DJ or band setup requirements with CorpraHire staging
– [ ] Coordinate AV provider for screen/projection placement
– [ ] Brief security/setup team on equipment location
– [ ] Confirm parking/loading access for CorpraHire delivery vehicles
– [ ] Set up vendor communication channel
## Phase 4: Final Preparations (2 Weeks Before)
### Confirm All Details
– [ ] Confirm delivery date/time with CorpraHire
– [ ] Confirm setup crew and arrival time
– [ ] Confirm on-site contact person and phone number
– [ ] Verify venue access (gates, doors, restricted areas)
– [ ] Confirm weather contingencies (for outdoor events)
– [ ] Test all lighting, sound, and AV equipment
– [ ] Conduct final walkthrough with event organizer and CorpraHire team
## Phase 5: Event Day
### Setup & Preparation (2–3 Hours Before Event)
– [ ] CorpraHire team arrives for setup
– [ ] Confirm stage/floor placement and stability
– [ ] Test all equipment (lighting, sound, stage access)
– [ ] Do final walkthrough of all setups with CorpraHire team
– [ ] Brief all speakers/performers on stage setup and microphone location
– [ ] Brief DJ or band on floor and stage positioning
– [ ] Confirm emergency contact points
– [ ] Verify guest parking and entry is clear
## Get Help With Your Corporate Event
**📞 0493 425 338**
**📧 [email protected]**
Our team has 30+ years planning Perth corporate events. Let us simplify your checklist.