Summary: Plan a company event backward from the date: set the goal, guest count and budget first, book the venue next, then confirm A/V, food, invitations and the run of show. Use a short venue checklist covering capacity by layout, A/V, catering, access and parking so there are no surprises on the day.
Six to eight weeks out
Decide what the event should achieve, who is invited and the budget. Shortlist venues that fit your guest count and format, and visit the top two.
Four to six weeks out
Book the venue and confirm capacity by layout, setup and cleanup times, and what is included. Arrange catering and send invitations.
One to two weeks out
Confirm final numbers, A/V needs and speakers, and write a run of show with times and owners. Send guests directions, parking details and a contact for the day.
Venue checklist
Capacity for your layout (theater, classroom, reception); screens, microphones and video-call support; catering options and a kitchen; parking and accessibility; indoor and outdoor space; and staff on site during the event.
Finding a venue
Kiln has bookable meeting rooms and event spaces across its communities, from small huddle rooms to venues for up to 250 guests, including theaters in several locations and The Assembly by Kiln in Las Vegas. Read how to choose an event space in Las Vegas or send an event inquiry.
