Corporate Meeting Planner Onboarding Checklist

Corporate Meeting Planner Onboarding Process

Are you looking for help setting up a staff orientation process so that when your new Corporate Meeting Planner starts their role, they can learn about their responsibilities and your company as quickly as possible? Whether you’re keen to use buddy onboarding, want to automate your Event Planning onboarding experience or just need an onboarding checklist for your new Corporate Meeting Planner, you’re in the right place. We’ve put together a sample Corporate Meeting Planner onboarding checklist below and have created onboarding templates & resources to help.

Corporate Meeting Planner Onboarding Checklist

1. Introduction to company culture and values: The task involves providing the new corporate meeting planner with an overview of the company’s culture, values, and mission. This helps them understand the organization’s goals and align their work accordingly. The HR department or a designated company representative typically performs this task.

2. Familiarization with company policies and procedures: The new corporate meeting planner needs to be acquainted with the company’s policies and procedures, including those related to event planning, budgeting, travel, and expense management. The HR department or a designated supervisor typically provides this information.

3. Introduction to the event planning team: The new corporate meeting planner should be introduced to their colleagues in the event planning team. This helps foster collaboration, establish relationships, and understand the roles and responsibilities of team members. The team lead or supervisor typically performs this task.

4. Review of past events and projects: The new corporate meeting planner should review past events and projects executed by the company. This provides insights into the company’s event planning style, client preferences, and successful strategies. The event planning team or a designated mentor typically assists with this task.

5. Training on event planning software and tools: The new corporate meeting planner should receive training on the event planning software and tools used by the company. This includes learning how to create event timelines, manage guest lists, track budgets, and generate reports. The IT department or a designated trainer typically provides this training.

6. Understanding client expectations and preferences: The new corporate meeting planner should be briefed on the company’s key clients, their expectations, and preferences. This helps them tailor their event planning approach to meet client needs and deliver successful events. The sales or account management team typically provides this information.

7. Review of event planning templates and resources: The new corporate meeting planner should be provided with event planning templates, checklists, and resources that have been developed by the company. These resources serve as a guide and ensure consistency in event planning processes. The event planning team or a designated mentor typically assists with this task.

8. Introduction to preferred vendors and suppliers: The new corporate meeting planner should be introduced to the company’s preferred vendors and suppliers. This includes caterers, audiovisual providers, transportation services, and other event-related suppliers. The event planning team or a designated mentor typically facilitates these introductions.

9. Understanding budgeting and financial processes: The new corporate meeting planner should receive training on the company’s budgeting and financial processes. This includes understanding how to create event budgets, track expenses, and submit financial reports. The finance department or a designated supervisor typically provides this training.

10. Shadowing experienced corporate meeting planners: The new corporate meeting planner should have the opportunity to shadow experienced corporate meeting planners to gain practical insights into the job. This allows them to observe and learn from experienced professionals, understand best practices, and gain confidence in their role. The event planning team or a designated mentor typically arranges these shadowing opportunities.

11. Introduction to event venues and facilities: The new corporate meeting planner should be introduced to the event venues and facilities commonly used by the company. This includes visiting and familiarizing themselves with the layout, amenities, and technical capabilities of these venues. The event planning team or a designated mentor typically facilitates these introductions.

12. Review of event planning contracts and legal considerations: The new corporate meeting planner should receive guidance on event planning contracts, legal considerations, and risk management. This ensures compliance with legal requirements and minimizes potential liabilities. The legal department or a designated supervisor typically provides this guidance.

13. Introduction to event marketing and promotion strategies: The new corporate meeting planner should be introduced to event marketing and promotion strategies used by the company. This includes understanding how to create event websites, utilize social media platforms, and engage with potential attendees. The marketing or communications team typically provides this information.

14. Review of event planning timelines and milestones: The new corporate meeting planner should review event planning timelines and milestones to understand the critical tasks and deadlines involved in executing successful events. This helps them prioritize their work and ensure timely completion of tasks. The event planning team or a designated mentor typically assists with this task.

15. Introduction to event technology and trends: The new corporate meeting planner should be introduced to the latest event technology and trends in the industry. This includes learning about virtual event platforms, event apps, and other innovative tools that can enhance event experiences. The event planning team or a designated mentor typically provides this information.

16. Understanding event logistics and coordination: The new corporate meeting planner should receive training on event logistics and coordination. This includes understanding how to manage event registrations, coordinate travel arrangements, and oversee event setup and teardown. The event planning team or a designated supervisor typically provides this training.

17. Introduction to event safety and emergency protocols: The new corporate meeting planner should be briefed on event safety and emergency protocols. This includes understanding evacuation procedures, first aid resources, and communication channels in case of emergencies. The event planning team or a designated safety officer typically provides this information.

18. Review of post-event evaluation and feedback processes: The new corporate meeting planner should be familiarized with the company’s post-event evaluation and feedback processes. This includes understanding how to collect attendee feedback, analyze event success metrics, and identify areas for improvement. The event planning team or a designated supervisor typically provides this information.

19. Introduction to industry associations and networking opportunities: The new corporate meeting planner should be introduced to relevant industry associations and networking opportunities. This allows them to expand their professional network, stay updated on industry trends, and access resources for professional development. The event planning team or a designated mentor typically facilitates these introductions.

20. Performance expectations and goal setting: The new corporate meeting planner should have a clear understanding of their performance expectations and goals. This includes discussing key performance indicators, targets, and performance review processes. The HR department or a designated supervisor typically facilitates these discussions

Setting Up Your Employee Onboarding Process

From reading through the items in the example Corporate Meeting Planner checklist above, you’ll now have an idea of how you can apply best practices to getting your new Corporate Meeting Planner up to speed and working well in your Event Planning team. Scroll up to see the link to our onboarding templates & resources or get in touch to discuss getting help setting up your systems and processes in this area.