Need a to-do list for your upcoming corporate event? Here are the essential tasks to ensure a seamless and successful gathering:

• Define Event Objectives: Understand the purpose and goals of your event. Use the SMART strategy to set event goals that are Specific, Measurable, Achievable, Relevant, and Time-bound.

• Determine Budget: Establish a detailed budget, considering all fixed and variable costs for your event. View a sample budget here. 

• Choose Event Date and Time: Select a date and time that accommodates attendees. Consider the impact of national holidays and sporting events like the Australian football season. 

• Select Venue: Find a venue that aligns with your event’s theme and capacity needs, and keep accessibility needs in mind. 

• Arrange Accommodations: If needed, secure hotel accommodations for attendees both local and international. For large-scale events, consider the travelling time needed to ferry attendees from multiple hotels to your event destination.

• Plan Event Agenda: Create a detailed schedule, including sessions, breaks, and activities.

• Book Speakers and Entertainment: Secure speakers and performers who match the event's theme and audience interests. A skilled emcee will also play a crucial role to keep the audience engaged and help the event to flow smoothly. 

• Organise Catering: Arrange food and beverage services that suit your event’s schedule, and note your guests’ dietary preferences. Most hotels—including our own in Australia—are able to provide catering for diverse dietary needs.

• Create Event Invites and Manage Registrations: Design compelling event invitations that reflect the theme and tone of your corporate gathering. Set up an online registration system to track attendees, manage RSVPs, and ensure a seamless check-in process at the event.

• Arrange Audiovisual and Technology: Ensure all necessary equipment and technical support are in place. WiFi is a must these days, so do make this available at your event site.

• Plan Transportation: Arrange transportation for attendees, if required.

• Develop Marketing and Promotions: Design promotional materials and implement marketing strategies to spread awareness about your event. Your efforts will depend on the scale of the event, number of attendees, and intended reach (local or international).

• Plan Event Logistics: Coordinate logistics such as signages (hotels normally provide these), seating arrangements, and event materials.

• Ensure Safety and Security: Implement safety measures and have a contingency plan for emergencies.

• Plan On-site Registration: Organise a smooth check-in process for attendees. These days, most event planners will have an electronic registration process that involves scanning a QR code for ease and speed of entry.

• Manage Event Teams: Make sure that your staff and volunteers are clear on their responsibilities. Crucial roles include the event banqueting staff, as well as AV technicians, security officers, and the attendee relations team.

• Plan Networking Opportunities: Create social spaces for attendees to engage with one another. Be sure to include drinks (both alcoholic and non-alcoholic, depending on your guest profile) that act as social lubricants. 

• Follow Up with Attendees: Send post-event surveys and thank-you emails to gather feedback and express appreciation.

• Evaluate Event Success: Analyse event data and assess if your objectives were met. 

• Conduct Post-Event Report: Prepare a comprehensive report detailing event outcomes, successes, and areas for improvement.

By following this checklist, you can ensure a well-organised and successful corporate event in any Australian city! 

A well-crafted invitation will spark excitement and set the tone for your upcoming corporate event. Your invitation should include key information such as the event name, date, time, and location. Tailor the invitation to suit the theme or purpose of the event, whether it is a formal conference, product launch, or networking soiree. Be clear about RSVP instructions and any additional details, such as the dress code and agenda. 

For specific Australian cities, consider featuring elements of their unique cultural scenes in the event invite. For instance, as Melbourne is well known for its thriving arts and coffee culture, your invitation could feature creative designs inspired by the city's vibrant street art or cafe aesthetics. For Sydney, famed for its iconic harbour and landmarks, include imagery that captures the city's beauty. In Perth, with its sunny weather and outdoor lifestyle, you can focus on creating a relaxed and inviting vibe with warm colours or images of outdoor settings, such as beaches.

Above all, keep the tone professional yet warm, and ensure that the invitation aligns with your brand's identity. Where possible, personalise your invitations—address recipients by name and highlight the benefits of attending your event. Finally, proofread thoroughly before releasing your invites, to maintain a polished image for your brand and event.

Need to liven up your corporate event?

Popular entertainment options for Australian corporate events include “live” music, keynote speakers, interactive activities, and comedy acts. 

In Melbourne, consider booking local musicians or performers to showcase the city's cultural flair. Sydney, being a business hub, offers easy access to renowned keynote speakers who can inspire and motivate your audience. In Perth, you can embrace the city's outdoor lifestyle with interactive team-building activities or outdoor performers. 

When booking entertainment, work with reputable agencies or direct performers, and enquire about their experience with corporate events. Discuss logistics, and ensure that their style aligns with your event's theme and values. A well-chosen entertainment lineup will leave a lasting impression on your guests, and bolster the overall success of your corporate event.

When choosing a corporate event venue, several factors come into play. 

With indoor venues, you should consider the capacity and layout to ensure it can comfortably accommodate your attendees. Evaluate the location's accessibility, proximity to transportation, and parking facilities. Technical amenities such as AV equipment, Wi-Fi connectivity, and lighting are crucial for smooth presentations. 

For outdoor venues, vital considerations include weather contingency plans and access to amenities like restrooms and shelter.

Within Melbourne, Sydney, and Perth, there are many highly rated event venues to choose from. 

In Melbourne, the Melbourne Convention and Exhibition Centre (MCEC) impresses with its flexible event spaces and cutting-edge technology. Should you decide to hold an event there, consider booking your guests’ accommodation at Pan Pacific Melbourne, a one-minute walk from the convention centre.  

In Sydney, the International Convention Centre Sydney (ICC Sydney) boasts modern spaces and waterfront locations. Guests can be hosted at PARKROYAL Darling Harbour, Sydney, just a five-minute walk away. 

Over in Western Australia’s capital city Perth, the Perth Convention and Exhibition Centre offers state-of-the-art facilities and stunning riverside views, and Pan Pacific Perth is a short drive away. 

The Pan Pacific and PARKROYAL hotels in Australia also offer exceptional venues and facilities for corporate events. Use our Events Destination tool to find a suitable venue for your corporate event, or visit our Pan Pacific Australia page to choose the best hotel for your event in Melbourne, Sydney, or Perth.

Wonder why you should have flowers at your corporate event? Here’s why event planners love them—they add elegance, sophistication, and freshness to any venue, creating a welcoming atmosphere for guests. 

When choosing corporate event flowers, consider the event's theme, colour scheme, and the venue's layout. In Melbourne, you can focus on exotic blooms to reflect the city's creative spirit. In Sydney, depending on the theme of your event, you can opt for either classic arrangements or contemporary designs. In Perth, embrace the city's outdoor charm with native Australian flowers to add a touch of local flair. 

Regardless of theme, be sure to opt for low-maintenance flowers that can last throughout the event. Popular corporate event flower arrangements include elegant centrepieces for tables, floral installations as backdrops, and floral arrangements for the registration and stage areas. For best results, work with a reputable florist who understands your vision and can bring it to life with stunning floral displays. 

An emcee, or master of ceremonies, is vital for a smooth and engaging corporate event. Emcees serve as event hosts, guiding the audience through the programme, introducing speakers, and keeping energy levels high. 

To pick the right emcee for your corporate event, consider their event hosting experience, public speaking skills, and ability to connect with diverse audiences. For a successful collaboration, be sure to provide your emcee with a detailed event rundown and talking points in advance! 

Need advice to plan your corporate event in Melbourne, Sydney, or Perth? Contact our Pan Pacific Hotels Group team today!