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Venue Inspection Checklist

Good event management is about good organisational skills, and for good organisation, you need checklists. One of the first things you do when planning an event is to select a venue, and it is important you think of everything when you are inspecting these venues to prevent problems cropping up later once it’s too late to change.

Below you will find a checklist I use when I am inspecting a venue for a potential event or conference.

Available dates
Check whether the venue is available on the dates you are considering, and have a few dates alternate dates in mind

Pre and post event access
Find out from the venue when and how long pre and post event bump in and out go for, and how/who can get access

Room configuration options
Generally venues will have a good idea how they like to setup the room for events, but ensure that you get your say too. If a classroom setup suits, or a cabaret style table setup will be better for guests, make the informed decision. Remember, its your event, you are the customer, and you make the calls.

Registration desk setup and configuration options
A registration desk should be setup at the front of the venue, to ease the guests into the venue at the start of the day, and to serve those arriving a little late to proceedings. Make sure that a table, chairs and power access is available here to ensure a smooth start to the day.

Signage into event (What is provided and what is allowed)
You want your guests to find you event, so signage outside and on the way into the room is vital. Ask your venue whether they provide signage for you, or whether this is something you will need to handle yourself.

Catering
Ensure that catering onsite is available from the venue, or external caterers can be brought on site. If possible get samples of all the menus available, so you can test what your guests will be eating throughout the day.

Security
Most venues will require some form of security, no matter how tame the subject matter of your event may be. Find out the costs, and also check whether it is based on headcount. You may need to account for additional security in your budget if you reach a certain number of attendees.


First Aid

First aid facilities should be provided by the venue, but be sure to ask where they are located and whether they will be staffed during the event.

Disabled access
Ensure that all attendees are catered for and can get access to the conference facilities.

Booth Setups and options
If you are planning on having exhibition space allowed for at the event, make sure you ask the venue which companies have setup booths for them previously, all the contact details, and possible setups.

Post conference Drinks
The ideal situation is to have post conference drinks at the venue you are holding the event, so check this out first. If not, ask the venue whether they have any arrangements with local hotels or bars that you could utilize for this purpose.

Audio Visual Equipment
This is one of the most important considerations when booking a venue. You want to be able to reply on the equipment supplied, and not have any technical problems throughout the day.

Things to ask about include

  • Stage and lectern setup
  • Projector
  • Microphones (Lapel, table, and lectern)
  • Speakers
  • Computer connections (Mac and PC)
  • AV technicians (Make sure you have at least 1 technician on site for the entire event)

Internet access
In these modern times Internet access is VITAL to the success of any event. Allowing people to talk about your event AT your event is important to spread your noise, and help promotion for events in the future. It also aids in the sharing of event material, and communication between delegates.

Carparking and Public Transport
Getting the guests there on the day is very important, so find out ALL the places to park close to the venue, as well as all public transport routes which stop nearby. This will ensure all attendees have a wide variety of travel options to get to and from the event, and will save phone calls on the day of the event of ‘How do I get there?’

Payments
Make sure you ask when all the different payments are due throughout the pre-event period.

Liability Insurance
In todays day and age it is better to be over cautious than to leave ti to chance. Ask if you are covered by the venues insurance if a guest was to hurt themselves during the day.

This list is a work in progress. I would love to hear from you if you have something to add to the list. Leave it in the comments below!

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Author:James Richardson


James Richardson is a seasoned event manager, running his own highly successful events on a regular basis.He has Bachelors Degree in  Marketing and Event Management. He is a published writer online and offline, featuring in The Australian, The Age, Herald Sun, Australian Anthill Magazine, and various online publications.


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3 Responses to “Venue Inspection Checklist”

  1. Andrewilson89
    September 6, 2010 at 12:45 pm #

    Good tips! I've done events in the past and there's always something that I've left out of the list. Liability insurance is definitely something I haven't thought of before, but I will definitely look into now.

  2. James13mason
    September 10, 2010 at 10:51 am #

    It is a definite must to check for availability of your venue before everything else. If you're dead set on a particular venue, it's best to book in advance. Otherwise, plan for a backup location.

  3. robert
    December 24, 2010 at 3:53 am #

    I agree with you. A properly conducted venue inspection is one of the biggest factors to insure a successful meeting or event. Don’t neglect this all important aspect of your meeting. It offers planners the opportunity to identify potential problems or bottlenecks and resolve them well ahead of the event.

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