{"id":1913,"date":"2026-10-15T08:00:00","date_gmt":"2026-10-15T06:00:00","guid":{"rendered":"https:\/\/www.bluepointliege.be\/?p=1913"},"modified":"2026-10-14T21:25:05","modified_gmt":"2026-10-14T19:25:05","slug":"corporate-event-planning-roles-event-day","status":"publish","type":"post","link":"https:\/\/www.bluepointliege.be\/en\/2026\/10\/15\/corporate-event-planning-roles-event-day\/","title":{"rendered":"Corporate event planning: who does what before and on event day?"},"content":{"rendered":"<!--\n    Title: Single Post\n    PostTypes: post\n-->\n\n<section class=\"gc-single-post\" x-data=\"singlePost\">\n    <!--\n    Title: Container\n    Mode: preview\n    SupportsJSX: true\n-->\n\n\n<div class=\"gc-container\">\n    <div class=\"gc-breadcrumbs gc-single-post__breadcrumbs\">\n    <nav aria-label=\"breadcrumbs\" class=\"rank-math-breadcrumb\"><p><span class=\"last\">Home<\/span><\/p><\/nav><\/div>\n        <div class=\"gc-single-post__wrapper\">\n            <div class=\"gc-single-post__inner-wrapper\">\n                                    <div class=\"gc-single-post__cat\">\n                        Events\n                    <\/div>\n                \n                                    <h1 class=\"gc-single-post__title\">Corporate event planning: who does what before and on event day?<\/h1>\n                \n                <div class=\"gc-single-post__subtitle\">15\/10\/2026<\/div>\n                <svg class='gc-single-post__icon' width=\"210\" height=\"180\" viewBox=\"0 0 210 180\" fill=\"none\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n<path d=\"M180 90H210V120H180V90Z\" fill=\"#1600FF\"\/>\n<path d=\"M135 60H165V120H135V60Z\" fill=\"#223A67\"\/>\n<path d=\"M45 60H75V120H45V60Z\" fill=\"#C8C7B0\"\/>\n<path d=\"M90 60H120V180H90V60Z\" fill=\"#5FB2A1\"\/>\n<path d=\"M0 0H30V120H0V0Z\" fill=\"#7E9EC0\"\/>\n<\/svg>\n            <\/div>\n\n                            <img decoding=\"async\" width=\"1024\" height=\"683\" src=\"https:\/\/cdn.bluepoint.be\/wp-content\/uploads\/sites\/2\/2026\/10\/coordination-evenement-entreprise-1024x683.png\" class=\"gc-single-post__image\" alt=\"\" srcset=\"https:\/\/cdn.bluepoint.be\/wp-content\/uploads\/sites\/2\/2026\/10\/coordination-evenement-entreprise-1024x683.png 1024w, https:\/\/cdn.bluepoint.be\/wp-content\/uploads\/sites\/2\/2026\/10\/coordination-evenement-entreprise-300x200.png 300w, https:\/\/cdn.bluepoint.be\/wp-content\/uploads\/sites\/2\/2026\/10\/coordination-evenement-entreprise-768x512.png 768w, https:\/\/cdn.bluepoint.be\/wp-content\/uploads\/sites\/2\/2026\/10\/coordination-evenement-entreprise.png 1536w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/>                        <div class=\"gc-single-post__introduction\"><p><strong>Effective event planning depends on clearly assigned responsibilities. Who approves the budget, coordinates suppliers and makes decisions on event day? Here is how to allocate tasks before, during and after your corporate event.<\/strong><\/p>\n<\/div>\n            <div><h2>1. Define responsibilities from the outset<\/h2>\n<p>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: <strong>the coordinator is not necessarily the decision-maker<\/strong>.<\/p>\n<ul>\n<li>Management or sponsor: objectives, budget and final approval.<\/li>\n<li>Project manager: planning, suppliers, operational decisions and follow-up.<\/li>\n<li>Internal teams: content, invitations, attendees and special requirements.<\/li>\n<\/ul>\n<p>Give each task an owner, a deadline and an approver. Without this clear allocation, decisions remain pending and requests multiply.<\/p>\n<h2>2. Before the event: who prepares what?<\/h2>\n<h3>Venue and logistics<\/h3>\n<p>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.<\/p>\n<p>BluePoint Li\u00e8ge presents <strong>seven equipped event spaces<\/strong> with flexible layouts. <a href=\"https:\/\/www.bluepointliege.be\/en\/events\/\">Discover the event spaces<\/a> to plan your setup.<\/p>\n<h3>Programme and speakers<\/h3>\n<p>The programme lead determines the order, duration and transitions between presentations, including any Q&amp;A sessions. Each speaker provides slides and technical needs before the rehearsal. Communications sends invitations, reminders and practical information.<\/p>\n<h3>Technical services and catering<\/h3>\n<p>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.<\/p>\n<h2>3. The central document: a responsibility checklist<\/h2>\n<p>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.<\/p>\n<ul>\n<li>Budget: tracked by the project manager, approved by the sponsor.<\/li>\n<li>Room layout: prepared by logistics and the venue, approved by the organiser.<\/li>\n<li>Presentations: supplied by speakers, checked by the programme lead.<\/li>\n<li>Reception: instructions from the organiser, delivery by the welcome team.<\/li>\n<li>Technical incident: resolved by a technician, with the project manager deciding whether the programme needs changing.<\/li>\n<\/ul>\n<p>Prepare a minute-by-minute running order too, identifying the owner of every transition, emergency contacts and backup arrangements.<\/p>\n<h2>4. On event day: keep decisions simple<\/h2>\n<h3>Before doors open<\/h3>\n<p>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.<\/p>\n<h3>During presentations<\/h3>\n<p>The welcome team guides guests, the stage manager follows the running order, technicians handle transitions and catering serves at the agreed times. <strong>The project manager remains available to make decisions<\/strong> instead of personally handling every task.<\/p>\n<h3>When something unexpected happens<\/h3>\n<p>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.<\/p>\n<h2>5. After the event: close out every task<\/h2>\n<p>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.<\/p>\n<p>A short debrief identifies what worked, the difficulties encountered and improvements for the next edition.<\/p>\n<h2>6. Simplify coordination with the venue<\/h2>\n<p>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.<\/p>\n<p>To arrange a visit or receive a tailored proposal, <a href=\"https:\/\/www.bluepointliege.be\/en\/contact\/\">request a quote from BluePoint Li\u00e8ge<\/a>. The website promises a response <strong>within 48 hours<\/strong>.<\/p>\n<p><strong>Planning a corporate event?<\/strong> <a href=\"https:\/\/www.bluepointliege.be\/en\/contact\/\">Contact our team<\/a> to clarify responsibilities with your venue.<\/p>\n<\/div>\n        <\/div>\n<\/div>\n<\/section>\n\n<!--\n Title: Call To Action\n-->\n<section class=\"gc-cta gc-cta--left\">\n    <!--\n    Title: Container\n    Mode: preview\n    SupportsJSX: true\n-->\n\n\n<div class=\"gc-container  gc-cta__container\">\n    <div class=\"gc-cta__image-wrapper\"><\/div>\n        <div class=\"gc-cta__wrapper\">\n            <svg class='gc-cta__icon' width=\"210\" height=\"180\" viewBox=\"0 0 210 180\" fill=\"none\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n<path d=\"M180 90H210V120H180V90Z\" fill=\"#1600FF\"\/>\n<path d=\"M135 60H165V120H135V60Z\" fill=\"#223A67\"\/>\n<path d=\"M45 60H75V120H45V60Z\" fill=\"#C8C7B0\"\/>\n<path d=\"M90 60H120V180H90V60Z\" fill=\"#5FB2A1\"\/>\n<path d=\"M0 0H30V120H0V0Z\" fill=\"#7E9EC0\"\/>\n<\/svg>\n            <div class=\"gc-cta__heading\">\n                <div class=\"gc-cta__upper-title h4\">Let&#039;s get to know each other!<\/div>\n                <h2 class=\"gc-cta__title\">Would you like to discover all that BluePoint Li\u00e8ge has to offer?<\/h2>\n            <\/div>\n            <a\n        href=\"https:\/\/www.bluepointliege.be\/en\/contact\/\" class=\"gc-button gc-button--white\">\n        \n                    Contact\n            <\/a>\n                            <\/div>\n<\/div>\n    <img decoding=\"async\" width=\"1024\" height=\"683\" src=\"https:\/\/cdn.bluepoint.be\/wp-content\/uploads\/sites\/2\/2025\/01\/OLI_4532-1-1024x683.jpg\" class=\"gc-cta__image\" alt=\"\" srcset=\"https:\/\/cdn.bluepoint.be\/wp-content\/uploads\/sites\/2\/2025\/01\/OLI_4532-1-1024x683.jpg 1024w, https:\/\/cdn.bluepoint.be\/wp-content\/uploads\/sites\/2\/2025\/01\/OLI_4532-1-300x200.jpg 300w, https:\/\/cdn.bluepoint.be\/wp-content\/uploads\/sites\/2\/2025\/01\/OLI_4532-1-768x512.jpg 768w, https:\/\/cdn.bluepoint.be\/wp-content\/uploads\/sites\/2\/2025\/01\/OLI_4532-1-1536x1025.jpg 1536w, https:\/\/cdn.bluepoint.be\/wp-content\/uploads\/sites\/2\/2025\/01\/OLI_4532-1.jpg 1920w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/section>\n","protected":false},"excerpt":{"rendered":"<p>Effective event planning depends on clearly assigned responsibilities. Who approves the budget, coordinates suppliers and makes decisions on event day? Here is how to allocate tasks before, during and after your corporate event.<\/p>\n","protected":false},"author":2,"featured_media":1908,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[41,6],"tags":[],"class_list":["post-1913","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-events-en","category-events"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.bluepointliege.be\/en\/wp-json\/wp\/v2\/posts\/1913","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.bluepointliege.be\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.bluepointliege.be\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.bluepointliege.be\/en\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/www.bluepointliege.be\/en\/wp-json\/wp\/v2\/comments?post=1913"}],"version-history":[{"count":1,"href":"https:\/\/www.bluepointliege.be\/en\/wp-json\/wp\/v2\/posts\/1913\/revisions"}],"predecessor-version":[{"id":1914,"href":"https:\/\/www.bluepointliege.be\/en\/wp-json\/wp\/v2\/posts\/1913\/revisions\/1914"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.bluepointliege.be\/en\/wp-json\/wp\/v2\/media\/1908"}],"wp:attachment":[{"href":"https:\/\/www.bluepointliege.be\/en\/wp-json\/wp\/v2\/media?parent=1913"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.bluepointliege.be\/en\/wp-json\/wp\/v2\/categories?post=1913"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.bluepointliege.be\/en\/wp-json\/wp\/v2\/tags?post=1913"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}