Corporate events rarely fail on the day. They fail in the fortnight nobody scheduled, when the run sheet exists only in one person’s head and the AV requirements have not been sent to the venue.
This checklist covers the eight weeks before a product launch, seminar or client event in Singapore. Adjust the timings to the scale of what you are running.
Eight to six weeks out
- Confirm the objective in one sentence, and the number that will tell you it worked.
- Lock the date against public holidays, school holidays and major industry events.
- Confirm the venue in writing, including access times for setup and teardown.
- Sign off the budget with a contingency line, not just the quoted total.
- Approach speakers early and confirm in writing what they are being asked to do.
- Open registration, even if the agenda is not final.
Five to three weeks out
- Circulate a draft run sheet with named owners for every block of time.
- Send the venue your AV, power, staging and internet requirements.
- Confirm catering numbers, dietary requirements and service timings.
- Brief speakers on format, timing and the audience they will be facing.
- Start the reminder sequence for registrants, not just the initial invitation.
- Prepare signage, name badges and any printed collateral for approval.
The final fortnight
- Walk the venue in person and check sightlines, power points and Wi-Fi strength.
- Collect final slide decks and test each one on the actual presentation machine.
- Confirm registration numbers against catering and seating.
- Agree who handles media, photography and social coverage on the day.
- Write the contingency plan: a speaker withdraws, AV fails, attendance is well under or over.
- Distribute the final run sheet with mobile numbers for every owner.
The week of, and the day itself
- Reconfirm all suppliers and delivery windows.
- Send joining instructions with location detail, nearest MRT and parking.
- Arrive early enough to test AV in full, including microphones and video playback.
- Brief front-of-house on how to handle walk-ins and late arrivals.
- Capture leads in a way that will still make sense a week later.
The week after
- Send follow-up within three working days, while the event is still recent.
- Pass qualified leads to sales with context, not just a list of names.
- Hold a short review while the details are fresh, and write down what to change.
Four Media handles event management across corporate events, product launches, trade shows and seminars, including the parts of the schedule that tend to get squeezed. If you have an event in the calendar and a run sheet that is still mostly in your head, our team can help you get it on paper.
