Checklist for Organising a Corporate Event in Portugal

A checklist does not replace judgement. But it helps you not forget what seems obvious until the moment it is missing. This is the list we use internally at Boost Events to make sure events go as planned, and nothing is left unconfirmed in the week before.

Phase 1: before contacting any supplier

What should be defined before requesting a proposal:

Event objective: integration, energy, alignment, celebration or social responsibility?
Date or range of available dates
Number of participants (exact number or realistic range)
Indicative budget (even if approximate)
Specific considerations: mobility, allergies, cultural restrictions, languages
Preferred format: outdoor, indoor, mixed, with dinner, half day or full day
Location: Lisbon, Porto, or is the group coming from abroad and needs travel support?

Phase 2: supplier evaluation

What to check before committing to a supplier:

Do they run a diagnostic before proposing, or do they send a catalogue directly?
Do they have their own staff or do they subcontract?
Do they hold a tourism entertainment licence with personal accident and public liability insurance?
Do they have verifiable references from groups with a similar profile?
Do they present a contingency plan for bad weather or unexpected problems?
Is the proposal adapted to the brief or is it generic?
Are materials and staff available in the group's language?

Phase 3: event confirmation

What should be confirmed in writing before the event:

Date, location, start time and end time
Confirmed number of participants
Detailed programme with timing and responsibilities
Emergency contact for the supplier's team on site
Agreed contingency plan
Special requirements communicated to the supplier
Arrival and departure logistics for participants
Catering or meals included or to be coordinated separately

Phase 4: internal communication

What to communicate to the team before the event:

Date, location and start time with a minimum of 2 weeks' notice
Dress code or required equipment (appropriate footwear for outdoor, for example)
Event context: what they will do and why
Internal point of contact for questions

Phase 5: on the day of the event

What to confirm with the supplier on the day:

Early arrival of the internal coordinator for initial coordination
Confirmation of the final number of participants
Venue and materials check before the group arrives
Direct contact with the Boost coordinator on site

Phase 6: after the event

What to do in the 48 hours that follow:

Immediate satisfaction survey (maximum 48h after the event)
Photo record shared with participants
For events with an ESG component: request the supplier's impact report
Schedule the impact measurement follow-up (30 to 60 days later)
Internal note with what went well and what to improve

Boost Events - Checklist for Organising a Corporate Event in Portugal (1)

Programme categories available for different objectives

Rather than a specific programme, the right choice starts with the category. Each one has a distinct impact profile:

Adventure and outdoor challenge programmes

Recommended when the objective is to create strong shared memory, surface informal leadership and test the team under controlled pressure. They work best for groups that need intense energy, integration of new members or a reset after a difficult period. The logistics are more demanding, so they require a supplier with a valid licence and own staff on the ground.

Gastronomic and cultural programmes

Recommended when the objective is to create genuine connection at a more relaxed pace, particularly for international or physically mixed groups. They pair well with dinner and generate the highest level of informal conversation. For corporate incentive programmes with a Portuguese identity component, they are the choice with the highest perceived experience value for participants.

Creative programmes with a tangible result

Recommended when the objective is to create a collective product that remains as a physical memory of the event. Murals, tiles, pastéis de nata, rafts. The tangible product anchors memory differently from any other format and has strong internal communication value. They work well for groups that have done other types of team building and are looking for something distinct.

FAQ - Frequently asked questions

How far in advance should I start planning?

For groups of up to 50 people, 4 to 6 weeks is sufficient. For larger groups or high-demand dates, we recommend 8 to 12 weeks. The earlier planning begins, the more options for venue, programme and personalisation will be available.

What if the number of participants changes close to the event?

Tell the supplier as soon as you know. Most programmes have room for adjustment up to one week before, but significant changes (more than 20%) may involve additional costs or a format change.

How do I justify the investment in a corporate event to leadership?

With data. A satisfaction and cohesion baseline before the event, repeated 30 to 60 days later. Complemented with business indicators where available. The quantitative argument is more effective than any qualitative testimonial.