2023 Ultimate Business Event Planning Guide

Just like planning a wedding, business events take a fair amount of work. From securing a venue and booking vendors to coordinating guest speakers, activities, and audio/video technology, there’s quite a bit of planning involved. Especially if you’re hosting a multi-day event.

To ensure that your company enjoys the most fruitful and memorable experience possible, we’re sharing our top business event planning tips, including a step-by-step checklist calendar and helpful questions to ask a venue. Consider it your “Ultimate Business Event Planning Guide for 2023.”

  • Plan ahead

  • Book the right venue

  • Hire a venue coordinator

  • Keep décor simple

  • Share your event on social media

Also, make sure to check out last year’s business event planning guide for even more tips!


NEED A VENUE FOR AN UPCOMING BUSINESS EVENT?

Look no further than Modern Moments, the East Valley’s most charming and affordable multi-use venue! From wedding and life events to corporate planning meetings, conferences, and holiday parties, we’re here to help your company celebrate moments that matter.

We have a lush event lawn, a soundstage, and an elegant brick patio for mingling and seated meals. Plus, we have 1,200 square feet of versatile indoor space, including a zoned kitchen area, state-of-the-art conference facilities, and an inviting green wall that’s perfect for photo opportunities.

Click below to schedule a free tour today, or come to our next Breakfast Show N’ Tell, where we feature our corporate-friendly venue.


Plan Ahead

After more than 20 years of professional event planning experience, we can safely say that you’ll need more time than you think to plan your business event. This is especially true in 2023 amidst supply-chain delays impacting the hospitality industry.

To help eliminate stress, we recommend planning at least 6 to 9 months in advance. This will give you ample lead time to sort out your budget, guest list, activities, and other important details.

Wondering where to start? Here’s what we typically recommend to clients when planning a business or corporate event:

9 months before: Secure a venue and event planner.

Take a tour and inquire about amenities, capacity, parking, fees, etc. Put down a deposit to reserve your desired day and time.

Rows of desks with black conference chairs beside elegant round tables with white folding chairs along a green indoor nature wall.

6-9 months before: Determine your guest list and send out “Save the Dates.”

Set a cap on the total number of attendees (for budgetary or venue capacity reasons), but give plenty of lead time to ensure maximum attendance.

3-6 months before: Book your vendors (e.g., caterers, bartenders, photographers, etc.)

Get menus and pricing info, inquire about dietary options such as vegetarian, vegan, and gluten-free, and put down your deposits.

3 months before: Send out invitations.

Send traditional invitations by mail. Or, make an events page on Eventbrite or Facebook. Email invites will help save you time and money.

1 month before: Confirm all reservations and RSVPS.

Check in with the venue and all vendors to confirm your reservations. Get a final headcount of attendees and have a plan for last-minute adjustments.

1 week before: Send out the event agenda to all guests.

Let guests know when to arrive, where to park, and what to wear or bring. Provide them with an itinerary of activities, breaks, and meals.

Day of your event: De-stress and be present.

There’s a reason you’ve prepared so far in advance. It’s so you can have fun and enjoy collaborating with your teammates, employees, or networking professionals the day of!

Modern Moments outdoor venue with warm string lights, bright green lawn, fire pits, and lush mature trees against the backdrop of a beautiful desert sunset.

Book the Right Venue

Whether you’re planning a sales kickoff meeting, classroom-style training, or team-building event, the right venue will make or break the quality of your experience.

After all the time and money spent on this special day, the last thing you want is to fumble with a wonky projector screen or lose your Internet connection while presenting important data to your team. Or worse, starting an hour late because your guests can’t find parking or where the venue is!

To avoid hiccups and ensure you’re set up for success, make sure to vet your desired venue first. Ask questions like:

  • What’s your total capacity? (Seated and standing)

  • Do you have indoor and outdoor options?

  • What amenities do you offer, and is there an extra fee? (e.g., kitchen zone, fire pits, yard games, sound stage)

  • Do you have audio/visual equipment? (e.g., TVs, projector screens, whiteboards)

  • What’s your Internet speed and bandwidth?

  • Do you have convenient parking?

  • How far away is the restroom, and is a key required?

  • Do you offer event planning services?

  • Do I have to use your vendors, or can I hire my own?

  • Are there any hidden fees, such as cleaning or incidental charges?

  • How much is the deposit, and is it refundable?

The venue will be the majority of your budget, so make sure that it can meet your needs before putting down a deposit. Not to mention, a quality venue should have friendly staff who can help answer your pre-booking questions.

Hire a Venue Coordinator

Rows of clipboards in front of a glass conference room door with participants seated inside.

Unlike weddings or life events, most business events are for productivity and collaboration. During goal setting or data analysis and reflection, your focus time will be at a premium. To conserve your energy, we recommend hiring a venue coordinator to handle all the day-of event logistics so you don’t have to worry.

For example, you’ll need help with:

  • Setting up name tags and/or swag bag stations

  • Setting up tables, chairs, linens, and water stations

  • Setting up décor and centerpieces

  • Coordinating the caterer, bartender, and other vendors

  • Answering ad hoc questions from guests, such as where the bathroom is

  • Connecting to WiFi or telling guests what the password is

  • Using the TV, projector, speakers, and other audiovisual equipment

  • Helping with accidental food and drink spills

  • Taking down décor

  • Trash clean up

  • And so much more…

At Modern Moments, we’re proud to offer convenient and affordable business event coordination packages. To learn more, visit our contact page and give us a call or request a free tour. Check out our blog: “How to Find and Hire a Venue Coordinator.

Keep Décor Simple

Tall and skinny clear glass vases filled with water and floating tea light candles on top of a round wood placeholder.

Opting for a fun theme will bring some excitement to a business event, as we recently highlighted in our blog, “Business Event Decoration Ideas for Easy Planning.” Luckily, themed décor doesn’t have to be complex or even expensive. Plus, simplicity will make setup and takedown easier for you.

In 2023, some popular yet simple business event décor include:

  • Custom centerpieces, such as the ones we make in-house at Modern Moments

  • Natural greenery and florals

  • Table linens in neutral tones

  • Turning hors d'oeuvres or sweets into décor (think: dazzling charcuterie sticks or cupcake towers)

  • Harnessing the venue’s greenery as the backdrop of your event

  • Hiring out décor rentals (e.g., photobooths, custom backdrops, etc.) so you don’t have to lift a finger

At Modern Moments, we partner with some of the East Valley’s most sought-after décor rental companies. Learn more about our preferred vendors page and book them today.

Share Your Event on Social Media

In the digital age, it’s more important than ever to share your event on social media. Especially if you’re planning to host the same event again, or want to increase next year’s attendance.

At a minimum, post some snapshots on major channels like Facebook, Instagram, and LinkedIn. Take some videos to truly showcase your event's visual story with a broader audience for increased engagement. Not only will this increase brand awareness for your company, but it will also serve as a digital memory for employees to look back on with fondness.

Business events are about engaging with and celebrating people, whether they’re your teammates, employees, or other networking professionals. At the end of the day, making those connections and positive memories is what truly matters.


RESERVE MODERN MOMENTS FOR YOUR NEXT BUSINESS EVENT TODAY.

As a hidden gem in the heart of Phoenix’s East Valley, we’re proud to offer some of the most affordable corporate event rates, Fortune 500-style tech amenities, and charming indoor/outdoor event spaces.

Our professional event planners and coordinators will ensure every minute of your event runs smoothly, whether securing vendors, setting up décor, or helping with cleanup.

Make your next business event unforgettable. Book a free tour of Modern Moments today or come to our next Breakfast Show N’ Tell!