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
| 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 client’s budget for venue & AV? Always negotiate a lower price!! | |||
| What is the client’s budget for staff? | |||
| Other | |||
| Type of Event | |||
| Preview | |||
| Fulfillment | |||
| Sponsored | |||
| Free | |||
| Tickets to be sold | |||
| Gala, Banquet | |||
| Awards Dinner | |||
| Xmas Function | |||
| Other | |||
| Venue | |||
| How many People | |||
| Setup type – 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 décor (flowers, plants) | |||
| Set Up Fee – 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 – what needs to be in it? | |||
| Staff/crew room – set up? | |||
| Admin office – 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 – jugs and glasses or water coolers? | |||
| Speakers waters (room temp) | |||
| Other | |||
| Guests & Registration | |||
| Guest identification – 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 – 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 – lights, rigging etc? | |||
| Draping behind stage | |||
| Photographer | |||
| Filming – 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/CD’s | |||
| Other | |||
| Admin | |||
| Stationary – 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 | |||
| Accommodation & 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 ERO’s |