Although I created this template to help my staff asking the right questions in client meetings for predominantly speaker events where product sales and the like take place – this can be adapted to any event. Sit down and work through every question you may need to ask a client the first time you meet them, to structure their event requirements. You will likely have to change and refine this checklist as you go along, or have a different one for each type of events due to the different requirements, so for example, Awards Evenings, Weddings, Year End Functions etc
ย | Yes | No | Notes |
General | |||
Who is the Client? | |||
What is the name of the Event (spell correctly) | |||
What are the dates? | |||
What are the times? | |||
Are they flexible? | |||
What cities? | |||
Examples of Venues? | |||
Satellite events? | |||
Budget | |||
What is the clientโs budget for venue & AV? Always negotiate a lower price!! | |||
What is the clientโs budget for staff? | |||
Other | |||
Type of Event | |||
Preview | |||
Fulfillment | |||
Sponsored | |||
Free | |||
Tickets to be sold | |||
Gala, Banquet | |||
Awards Dinner | |||
Xmas Function | |||
Other | |||
Venueย ย ย ย ย ย ย ย ย ย ย ย | |||
How many People | |||
Setup type โ cinema, schoolroom, banquet etc | |||
Venue Hire only or DCP? | |||
Cost per head? | |||
Does the venue supply all tables and tablecloths | |||
Chair covers required? Does venue supply? | |||
Stage dรฉcor (flowers, plants) | |||
Set Up Fee โ how to waiver this. | |||
Event in the room the night before? | |||
Other | |||
Holding areas | |||
Foyer | |||
VIP Holding Area | |||
Platinum Holding Area | |||
Other | |||
Additional rooms | |||
Speaker room โ what needs to be in it? | |||
Staff/crew room โ set up? | |||
Admin office โ set up? | |||
Other | |||
Room Set Up | |||
How many sections of chairs | |||
How many aisles | |||
Sales tables (back/sides) | |||
FOH (AV desk) | |||
Display tables | |||
Floorplan required? | |||
Other | |||
Type of Catering | |||
Risk Catering | |||
DCP | |||
VIP Catering | |||
Arrival Tea and Coffee | |||
Snacks | |||
Bar | |||
Water stations โ jugs and glasses or water coolers? | |||
Speakers waters (room temp) | |||
Other | |||
Guests & Registration | |||
Guest identification โ lanyards, badges, dots? | |||
What do they receive when they register? | |||
Goodie Bags | |||
Electronic or Manual? | |||
Scanners or Lists? | |||
Stanchions? | |||
Crew | |||
Amount required | |||
Skills required | |||
Dress Code | |||
Times on site | |||
Training โ venue and times | |||
Food supplied for crew | |||
Accommodation/travel supplied | |||
Other | |||
AV Equipment | |||
Screen. Size. How many? | |||
Projector. Size. How many? | |||
Stage. Size and height? | |||
PA System | |||
Microphones. Types, how many of each? | |||
Fancy โ lights, rigging etc? | |||
Draping behind stage | |||
Photographer | |||
Filming โ promo or live to screen? | |||
Other | |||
Technology | |||
Printers. Have/hire? | |||
Scanners. Have/hire? | |||
Router/s | |||
3 G sticks | |||
Laptops | |||
Kensington Locks | |||
Cash register | |||
Credit card machines | |||
Radios and Comms | |||
Other | |||
Sales | |||
Products to be sold | |||
Products to be packed? | |||
DVD/CDโs | |||
Other | |||
Admin | |||
Stationary โ what do we have, what do we need to buy? | |||
Printing (manuals, brochures, sales forms etc) | |||
Branding? Lanyards, pens etc? | |||
Capturing onsite? | |||
Other | |||
Signage | |||
What is client bringing? | |||
Do we need to buy/get more? | |||
Internal venue signage | |||
Parking Signage? | |||
Other | |||
Accommodationย & Travel | |||
Airport Greeting | |||
Shuttle Services | |||
Private transfer | |||
Welcome desk at hotel | |||
Check In assistance | |||
Anything special in the room? | |||
Other | |||
Timelines | |||
First version due by? | |||
Who needs access? | |||
Timings for EROโs |