Venue checklists are a simple way to make sure all your event requirements are met before the big day. Before searching for a venue, outline your criteria and make it incredibly detailed. Include room layouts, audio and video, and all your meeting needs to make submitting RFPs quick and easy. This will eliminate any unnecessary back and forth communication with your venue. Your checklist will also be a useful on-hand resource and something you can refer to throughout the planning process. Think of it as a road map for your venue coordinator to ensure everything is in line with your meeting vision.
Here’s a few things to include:
- Your preferred method of communication
- A response due date
- Deadline decision date
- Description of the organization hosting the event
- Event date (and possible alternative dates)
- Event time
- Number of attendees and seating needs
- Business objectives (what are you trying to accomplish?)
- Activities on site
- Sleeping room requirements
- Meeting room requirements
- Food and beverage needs
- Room requirements (screens for a presentation, audio. etc.)
- Parking and transportation requirements
- On site management and security needs
- Insurance needs
- Estimated budget
- Billing details
- Other notes