Corporate event rentals in Lake Geneva, WI
Whether you're planning a company retreat, a client appreciation dinner, a team-building day on the water, or an annual awards banquet, Lake Geneva is one of the Midwest's premier destinations for corporate events. With its stunning lakeside scenery, upscale atmosphere, and proximity to Chicago and Milwaukee, it's no surprise that companies return here year after year.
But pulling off a polished corporate event takes more than a beautiful backdrop. It takes careful planning — and a lot of moving pieces. We've put together this comprehensive checklist to help you stay organized from the first brainstorm to the final cleanup.
6+ Months Out: Lock In the Big Picture
The earlier you start, the more options you'll have. Lake Geneva books up fast, especially in summer and fall.
Set your budget. Establish a realistic overall budget and break it into categories: venue, catering, rentals, AV, transportation, and contingency.
Define your goals. Is this event about team bonding, client entertaining, celebrating a milestone, or all of the above? Your goal will shape every decision that follows.
Estimate your guest count. Even a rough number helps you start scoping venues and rental quantities.
Choose your dates. Summer weekends fill up months in advance in Lake Geneva. If you have flexibility, consider a weekday or shoulder-season date for better availability and pricing.
Book your venue. Whether you're using a hotel ballroom, a private lakefront estate, or an open field for a tented event, secure the space early.
Hire a caterer. Many Lake Geneva venues have preferred vendors, so confirm whether you can bring in outside catering or must use their team.
3–6 Months Out: Build the Event Framework
With the big pieces in place, it's time to get into the details.
Select your rental company. Tables, chairs, tents, linens, lighting, staging, and more — work with a local rental partner who knows Lake Geneva and can advise on what works best for your specific venue and season.
Plan your layout. Will you need a stage or podium for presentations? A cocktail hour space separate from the dinner area? Breakout areas for workshops? Sketch out your floor plan and share it with your rental company.
Confirm your AV needs. Projectors, screens, microphones, and speakers require advance planning, especially for outdoor events where power access can be limited.
Book entertainment or speakers. If you're bringing in a keynote speaker, live band, DJ, or other entertainment, secure them now.
Arrange accommodations. If guests are traveling in, block hotel rooms at properties nearby. Lake Geneva has options ranging from boutique inns to full-service resorts.
Plan transportation. For larger groups, consider shuttle service between hotels and your venue to eliminate parking headaches.
6–8 Weeks Out: Confirm and Communicate
This phase is about tightening your plans and getting your team aligned.
Send formal invitations or calendar holds. Whether it's a digital invite or a printed mailer, give attendees clear information on date, time, location, dress code, and agenda.
Finalize your headcount. Most caterers and rental companies will need a confirmed guest count by this point.
Confirm rental order details. Review your tent size, table and chair quantities, linen colors, and any specialty items like cocktail tables, lounge furniture, or outdoor heaters.
Verify permits if needed. Outdoor events in Walworth County may require permits for amplified music, or alcohol service. Check local requirements early.
Plan your décor. Corporate events don't have to be boring. Branded signage, tasteful centerpieces, and great lighting go a long way toward creating a memorable atmosphere.
Finalize the run of show. Create a detailed minute-by-minute timeline for the event and share it with all vendors.
2–4 Weeks Out: Sweat the Small Stuff
Confirm all vendors in writing. Touch base with your caterer, rental company, AV team, photographer, and anyone else involved. Confirm arrival times, setup windows, and contact information.
Conduct a site walk. Visit the venue with your key vendors to walk through the layout, identify any logistical challenges, and confirm power, parking, and access points.
Finalize your menu. Confirm the menu with your caterer and account for dietary restrictions or allergies among your guests.
Prepare materials. Print agendas, name badges, signage, presentations, or any other materials you'll need on the day.
Designate an event day point of contact. Assign one person to be the go-to for all vendors so you're not fielding calls from five different companies at once.
Event Week: Final Countdown
Reconfirm all vendors with a quick call or email. Confirm arrival windows and any last-minute changes.
Prepare your event-day kit. Pack a bag with extension cords, tape, a Sharpie, extra name badges, your vendor contact list, and anything else you might need in a pinch.
Confirm weather. If you have an outdoor element, know your backup plan. A good rental company will help you think through contingencies like additional tent walls or outdoor heaters.
Brief your team. Make sure any staff or colleagues helping run the event know their roles and have a copy of the day-of timeline.
Day Of: Execute and Enjoy
Arrive early for setup. Plan to be on-site before your rental company and vendors arrive so you can guide setup and answer questions.
Do a final walkthrough before guests arrive. Check table settings, test the AV, confirm signage is in place, and make sure restroom areas are stocked.
Greet your vendors. A quick check-in with each team when they arrive sets a collaborative tone and catches any last-minute issues early.
Designate someone to manage the timeline. While you focus on guests, have someone tracking the run of show and prompting transitions.
Breathe. You've done the work. Trust your team, trust your vendors, and enjoy the event.
After the Event: Wrap Up Right
Arrange equipment return. Confirm pickup times and procedures with your rental company. Make sure all rented items are accounted for before the crew leaves.
Collect feedback. A short survey sent within 48 hours gives you valuable insight for next time.
Thank your vendors. A quick note goes a long way and helps build relationships for future events.
Review your budget. Compare actual spend to your original budget so you're better prepared to plan next year's event.
Ready to Start Planning?
At Lake Geneva Party Rental, we supply corporate events across Lake Geneva with everything from elegant tent structures and banquet seating to custom lighting and specialty furniture. Our team knows the area's venues inside and out, and we're here to make sure your event comes together without a hitch.
Get in touch today to talk through your event and get a custom quote.