Corporate event planning: who does what before and on event day?

1. Define responsibilities from the outset

The event sponsor sets the objectives, approves the budget and makes key decisions. The event project manager organises the work, tracks deadlines and centralises communications. These roles can be separate: the coordinator is not necessarily the decision-maker.

• Management or sponsor: objectives, budget and final approval.
• Project manager: planning, suppliers, operational decisions and follow-up.
• Internal teams: content, invitations, attendees and special requirements.

Give each task an owner, a deadline and an approver. Without this clear allocation, decisions remain pending and requests multiply.

2. Before the event: who prepares what?

Venue and logistics

The logistics contact confirms setup times, access, room layout, furniture, signage and guest routes. They liaise with the venue coordinator and check delivery and dismantling arrangements.

BluePoint Liège presents seven equipped event spaces with flexible layouts. Discover the event spaces to plan your setup.

Programme and speakers

The programme lead determines the order, duration and transitions between presentations, including any Q&A sessions. Each speaker provides slides and technical needs before the rehearsal. Communications sends invitations, reminders and practical information.

Technical services and catering

The technician prepares microphones, projection, lighting and connectivity and tests final presentation files. The catering contact confirms guest numbers, service times, declared allergies and dietary requirements. The project manager checks that everything fits the programme.

3. The central document: a responsibility checklist

Use one shared document identifying the owner of each task, its approver, deadline, status and contact person for event day. Keep an up-to-date copy accessible to all relevant suppliers.

• Budget: tracked by the project manager, approved by the sponsor.
• Room layout: prepared by logistics and the venue, approved by the organiser.
• Presentations: supplied by speakers, checked by the programme lead.
• Reception: instructions from the organiser, delivery by the welcome team.
• Technical incident: resolved by a technician, with the project manager deciding whether the programme needs changing.

Prepare a minute-by-minute running order too, identifying the owner of every transition, emergency contacts and backup arrangements.

4. On event day: keep decisions simple

Before doors open

The venue coordinator checks the room, signage and access. The technician tests sound and visuals. The welcome team prepares guest lists and badges. The project manager holds a final briefing and communicates changes to the programme.

During presentations

The welcome team guides guests, the stage manager follows the running order, technicians handle transitions and catering serves at the agreed times. The project manager remains available to make decisions instead of personally handling every task.

When something unexpected happens

A registration issue goes to reception; microphone failure to the technical team; a room or safety issue to venue staff. If a change to the programme is required, the project manager consults the designated decision-maker. This prevents conflicting instructions.

5. After the event: close out every task

The logistics contact organises dismantling and returns equipment. Finance checks invoices and expenditure. Communications thanks attendees and shares authorised materials. The project manager gathers feedback and compares outcomes against the objectives.

A short debrief identifies what worked, the difficulties encountered and improvements for the next edition.

6. Simplify coordination with the venue

Using a venue that provides the room, technical support and catering can reduce the number of contacts. The organiser nonetheless retains responsibility for the programme, decisions and guest experience.

To arrange a visit or receive a tailored proposal, request a quote from BluePoint Liège. The website promises a response within 48 hours.

Planning a corporate event? Contact our team to clarify responsibilities with your venue.