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Corporate Event Planning Checklist for Guwahati
A corporate event can look simple on paper, then get busy fast when tasks have no owner or deadline. This corporate event planning checklist gives you a working plan for Guwahati, with clear decisions for your team and useful details about Hotel Shiny Grand’s meeting and banquet facilities.
Event brief worksheet: purpose, people and outcomes
Start with a one-page brief before you ask for quotes. Write the purpose in one sentence, such as “Train the sales team on the new service process.” That goal helps you choose the right room layout, session length and food plan.
Next, record the details that shape the event:
- Event type and date: note the format, start time and finish time.
- Attendees: estimate the headcount, then track confirmed replies separately.
- Decision owner: name one person who can approve costs and settle day-of changes.
- Success measure: choose a result you can check, such as attendance, completed training or agreed next steps.
- Special needs: ask about access, food preferences and travel plans during registration.
Build backwards from the event date. Around six months out, set the goal and rough budget for a large or date-sensitive event. At three months, confirm the venue, date and main service needs. One month out, send the agenda and track RSVPs. In the final week, confirm headcount and timings. On the day, use a named lead for each task. Afterward, gather feedback and check the outcome against your goal.
Keep invitations, approvals and the final brief in one shared file. A clear Guwahati corporate events and conference venue guide can also help your team frame venue questions around layout, AV and guest travel.
Budget and scope tracker for a Guwahati event
Set a spending limit before confirming extras. Split the budget into venue, meals, AV, printing or signage, travel and a reserve for changes. Mark each line as estimated, quoted or approved. That makes it easier to spot a cost that has moved before it becomes a surprise.
Hotel Shiny Grand’s banquet hall rental starts at Rs 25,000 and is waived for 60 or more guests. Catering has three per-plate ranges: Silver at Rs 650 to Rs 750, Gold at Rs 850 to Rs 950, and Platinum at Rs 1,100 to Rs 1,250. For 100 guests, food alone is about Rs 65,000 to Rs 75,000 for Silver, Rs 85,000 to Rs 95,000 for Gold, or Rs 1,10,000 to Rs 1,25,000 for Platinum. Applicable taxes may also apply. Ask for an itemised quote so you can see which costs are included and whether the hall fee is waived.
For a half-day corporate meeting, packages start from Rs 15,000 and are negotiable. The package includes a working lunch, tea and coffee, and GST invoicing. Compare its scope with your agenda before adding separate food or AV costs. If the team needs rooms as well, list those separately so the event budget stays distinct from travel spend.
Record the person who approves each expense, the quote date and the payment milestone. Keep the final menu and room layout attached to the same record. For invoice checks, consult the GST portal; your finance team can confirm the details it needs for the event file.
Hotel Shiny Grand’s corporate meeting venue information can help you match meeting requirements with the available package scope before you request a quote. The booking advance for a banquet is collected only after the menu and layout are finalised.
Venue and room setup checklist
Choose a venue for the format, not only the guest count. A presentation needs clear sightlines. A training session needs space for note-taking. A discussion needs seats arranged so people can see one another.
Hotel Shiny Grand has an air-conditioned banquet hall with different capacities by layout. Use this table to check whether the event format fits before sending invitations.
| Room layout | Capacity | Best suited to | Confirm before booking |
|---|---|---|---|
| Theatre | 100 seated | Talks or presentations | Screen view from the back rows and entry flow |
| Round-table dining | 70 seated | Meals or table discussion | Table plan and space for service |
| Classroom | 60 seated | Training with writing space | Desk arrangement and clear aisles |
| U-shape | 30 seated | Small group discussion | Presenter position and sightlines |
Before confirming, ask who will meet your organiser on the day and when your team can enter for setup. Check the route from the entrance to the hall. Plan where guests will check in, where signs should go and where refreshments will be served. Keep access paths clear in the room plan.
The hall setup includes a projector and screen, sound system, microphone, whiteboard and fast Wi-Fi. List the agenda’s AV needs against those items. If you need to play a video or run a live demonstration, schedule a test before attendees arrive. For a hybrid session, treat streaming as a separate requirement and confirm the setup and test plan with the venue.
Hotel Shiny Grand is near LGBI Airport, and its guide to choosing a corporate event venue near Guwahati Airport can help organisers plan around arrival patterns. The hotel also has free on-site parking for 15 or more vehicles. Check how many guests are likely to drive before deciding whether that suits your group.
Catering and attendee needs planning sheet
Collect meal preferences when people RSVP, not on the event morning. Keep a count of confirmed guests and note requests that the kitchen needs to review. Ask the catering team what it can prepare for each request before you promise a specific dish or service.
Hotel Shiny Grand’s in-house chef-led kitchen and restaurant serves more than 120 dishes across Indian, Assamese, North Indian, Chinese and Tandoori options. Menus can be customised. Outside catering is generally not permitted, so raise food needs with the hotel team while you are choosing the package. Soft beverages and mocktails can be arranged. For hard alcohol, ask the hotel about permits and guidance.
Use this short planning sheet:
- Record the confirmed meal count and the deadline for final numbers.
- Ask attendees to share dietary needs privately during registration.
- Confirm menu choices and serving times in writing with the catering team.
- Assign one person to pass approved changes to the kitchen.
- Keep the check-in desk informed about where guests should go for food.
For food business licensing and registration services, consult an FSSAI FoSCoS portal. If your organisation needs to check a food-related requirement, confirm the relevant rule with the appropriate authority rather than relying on a checklist alone.
Think through the event’s flow as well as the menu. If a tea break is set for a particular time, include that time in the run sheet and share it with the venue contact. For a longer meeting, show meal breaks on the agenda so speakers don’t run into service time.
Run-of-show and post-event handover template
A run-of-show turns the plan into timed tasks. Keep one shared version for the organiser, venue contact, speakers and any staff helping with check-in. Add the time, task, owner and a backup contact for each key moment.
For example, the sheet can start with room access and AV testing. Then note when the check-in desk opens, when the host welcomes guests and when each speaker begins. Add breaks, meal service and the close. Leave a little room between sessions so one late start doesn’t push the whole programme off track.
Event-day handover fields
- Time: when the task starts and ends.
- Task: setup, guest arrival, session, break or close.
- Owner: the person responsible for the next action.
- Room or resource: hall, microphone, screen or check-in desk.
- Issue path: who should be told if the task slips or needs a change.
Assign separate owners for registration, speaker support and programme timing. Keep a printed run sheet on site as a backup. Before doors open, check the room layout against the approved plan and test the microphone and presentation. If the event includes a live online audience, test that part too.
After the event, close the handover while details are fresh. Save the final attendance count and invoices. Send a thank-you note and feedback form, then review the measures from the brief. For a training day, that might mean checking completion and collecting attendee feedback. For a client meeting, it could mean tracking agreed follow-up actions.
Write down one change for the next event and name its owner. This turns the debrief into a useful record, rather than a meeting that ends with no next step.
FAQ
How far ahead should I plan a corporate event?
Start as early as six months ahead for a large event or a date with limited flexibility. Use the first stage to agree on the goal and budget. Then confirm the venue and main requirements around three months out. Smaller meetings may need less lead time, but check the date and package scope before sending invitations.
What is the capacity of Hotel Shiny Grand’s banquet hall?
Hotel Shiny Grand’s air-conditioned banquet hall seats up to 100 in theatre style. It seats 70 for round-table dining, 60 in classroom layout and 30 in U-shape. Capacity depends on the setup, so confirm the layout you plan to use before you set the guest limit.
How much does catering cost for a corporate event?
Hotel Shiny Grand’s catering starts at Rs 650 per plate for Silver, with Gold at Rs 850 to Rs 950 and Platinum at Rs 1,100 to Rs 1,250. The final per-plate cost depends on the selected package. Ask for an itemised quote that shows the headcount, hall rental and applicable taxes.
What should a corporate event run sheet include?
A run sheet should show each task’s time, owner and required room resource. Include setup, AV checks, guest check-in, speakers, breaks, meals and close. Add a contact for day-of changes. Share the final version with the people who need to act on it, then keep a printed copy at the venue.
Conclusion
Use one brief, one budget tracker and one run sheet, with a named owner for each key task. If you’re considering Hotel Shiny Grand for a meeting or event, review the banquet hall and corporate event details, then ask for a quote on WhatsApp at +91 91815 56418 based on your date, layout and headcount.