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Short answer: decide what the event is for and who it’s for, set a budget range and a date, then book the venue. Everything else follows from those four: the programme, the suppliers, any permits, and how you invite and look after guests. Write it all into one run sheet, rehearse it, and review what worked afterwards.
This page is the overview. Each step links to a more detailed guide.
1. Goal, audience and what success looks like
Write one sentence on why the event is happening: to thank staff, launch a product, train a team, meet clients. Then say who’s coming and what you want them to think, feel or do afterwards. This sentence is what you’ll use to decide between options later, like which venue, how much stage time, or whether a theme is worth the money.
2. Budget range and approvals
Agree a budget range and who signs off before you ask for quotes. Include venue, food, AV, décor, programme, photography and any event company fee, and remember that hotel and restaurant prices are usually quoted before 10% service charge and 9% GST. See how much an event company costs in Singapore for how quotes are put together.
3. Date and venue
The venue usually decides the date, so look at both together. Year-end and the weeks around Chinese New Year are the busiest period for company events, so start early if you want those dates. Our guide to choosing a corporate event venue in Singapore has a site-visit checklist.
4. Programme
Draft the running order early, even roughly. It tells you how long you need the venue, what AV you need, and who has to be booked: emcee, speakers, performers, facilitators. Keep speeches short and put the most important moment where people are paying attention, not at the end of a long evening.
5. Suppliers
Send every supplier the same written spec, compare itemised quotes, and confirm everything in writing, including setup times and cancellation terms. See how to manage event vendors and suppliers.
6. Permits and safety
Events with public performances, events in public spaces, and temporary structures like stages or tents may need licences or approvals, and some take weeks. Check early with our guide to event permits and licences in Singapore, and follow your venue’s fire safety and capacity rules.
7. Guests
- Send a save-the-date as soon as the date is fixed, and the full invitation with an RSVP deadline later.
- Ask for dietary needs on the RSVP. If you need halal food, check the venue or caterer is certified in the MUIS directory.
- Ask whether anyone needs access help, and check the venue’s lifts, ramps and toilets.
- Tell guests how to get there, where to park, and what to wear.
- For larger events, use a registration system so check-in is fast and you know who came.
8. Run sheet and rehearsal
The run sheet lists every moment of the event with a time, who’s responsible, and what’s needed: microphone, slide, music cue, lighting change. Share it with your team, the venue and every supplier. Rehearse on the actual stage with the emcee, speakers and AV, before guests arrive.
9. On the day
| Role | Looks after |
|---|---|
| Event lead | Decisions, timing, the client or management |
| Stage manager | Speakers, emcee, cues, what happens on stage |
| Supplier coordinator | Arrivals, setup, the call sheet, problems with suppliers |
| Registration lead | Check-in, name badges, walk-ins, late arrivals |
| VIP host | The guest of honour and senior guests, from arrival to departure |
For a small event one person may cover several roles. What matters is that everyone knows who to go to.
10. After the event
- Send a short feedback survey within a day or two, while people remember.
- Share photos and a thank-you message.
- Settle supplier invoices, and note who performed well.
- Write down what to keep and what to change next time.
Guides by type of event
- Company dinner and dance
- Awards ceremony
- Product launch
- Office opening
- Team building
- Hybrid and virtual events
- Marketing your event
- Choosing an event company
Common questions
How far ahead should we start planning?
The bigger the event, the earlier. Start with the venue as soon as you have a date range and rough guest numbers, especially for year-end dates.
What’s the most common planning mistake?
Booking things before the goal and budget are agreed. It leads to changes later, and changes after suppliers are booked cost money.
Should we use an event company?
For a small internal event on a venue package, you may not need one. With a stage programme, several suppliers, VIPs or a tight setup window, an event company takes on the coordination while you keep the decisions. See how to choose one.
Planning a corporate event?
See how we run corporate events and conferences and seminars, or tell us about yours.