Using an event checklist is essential for planning and executing a successful event, whether it’s a corporate conference, wedding, product launch, or private party. Here are a few tips from Conference Desk.
📍 1. Location & Accessibility
- Is the venue centrally located or convenient for attendees?
- Is it accessible by public transport?
- Is there sufficient on-site or nearby parking?
- Is the venue wheelchair accessible?
📅 2. Availability
- Is the venue available on your desired event date(s)?
- Is there flexibility for setup or teardown time?
👥 3. Capacity & Layout
- Does the venue meet your expected guest count?
- Is the space flexible for different layouts (theatre, banquet, classroom)?
- Are breakout rooms available if needed?
🍽️ 4. Catering & Bar Options
- Does the venue offer in-house catering?
- Are external caterers allowed?
- Are there options for special dietary requirements?
- Is a licensed bar available? Are BYOB options allowed?
🔌 5. Technology & AV
- Is there reliable Wi-Fi?
- Are AV systems (projectors, screens, microphones, speakers) available?
- Is there on-site tech support?
- Are there enough power outlets for your needs?
🚻 6. Facilities & Amenities
- Are there clean and adequate restrooms?
- Is there a coat check or cloakroom?
- Are tables, chairs, and linens provided?
- Is there a dressing room or green room if required?
🔒 7. Safety & Security
- Does the venue comply with fire and safety regulations?
- Is there on-site security staff?
- Are first-aid kits or medical assistance available?
🎨 8. Ambience & Decor
- Does the space suit your event theme or brand?
- Are there restrictions on decor or signage?
- Can the lighting be adjusted?
📜 9. Contracts & Costs
- Have all fees (venue hire, security, cleaning) been disclosed?
- Are there any hidden charges (e.g., overtime, corkage)?
- What is the deposit and payment schedule?
- What is the cancellation or refund policy?
👥 10. Staffing & Support
- Will there be a venue coordinator or manager available?
- Is setup and teardown staff included?
- Are cleaning services included?
📦 11. Load-In & Logistics
- Is there easy access for deliveries and event setup?
- Are there service elevators or loading docks?
- Can vendors access the venue when needed?
📣 12. Extras & Add-ons
- Is signage or branding space available?
- Are there outdoor areas (patios, gardens)?
- Does the venue offer packages (e.g., wedding, conference)?
📝 Final Thoughts
Before signing any agreement, walk through the venue with your checklist, ask questions, and take photos. Make sure everything you need is confirmed in writing.