Venue booking checklist | The Planner

Booking checklistAlthough 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 YesNoNotes
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 clientโ€™s budget for venue & AV? Always negotiate a lower price!!
What is the clientโ€™s 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/CDโ€™s
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 EROโ€™s

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