Business Event Planning Checklist
Initial Consultation
Venue Details
Venue Name
Primary Contact
First Name
Last Name
Email
example@example.com
Phone Number
-
Area Code
Phone Number
Physical Address
Street Address
Street Address Line 2
City
State / Province
Postal / Zip Code
Event Details
Event Name
Proposed Date/s
Proposed Time/s and Duration/s
ACCESS
Access time for the day prior
Access time on the first day
Who provides access? Who will be the contact?
Are there storage facilities on site? When can they be accessed?
Can deliveries be accepted ahead of the event? By whom?
Proximity of rooms to each other? Easy to locate?
Are all areas mobility accessible? Is there a hearing loop?
What public transport options are there?
What car parking options are there? For organisers? For delegates?
What is the unloading procedure? Is there a goods lift?
When must the venue be cleared after the event?
Will there be any other users of the venue or surrounds at the same time? If yes, who, when, how many people?
AUDIO VISUAL AND STAGING
What is included and what must be hired in?
Lecterns and sound systems in each room?
Projectors, smart boards, screens in each room?
Audio visual operators and technical support staff?
Provision of laptops for AV?
Sound desk location in main room?
Podiums? Steps and rails? Main stage screens?
What size is the main stage? What backstage options are available?
Where is the main stage located? What is the access? Stairs and rails?
Are there power outlets available in each room?
Are recharging stations available at the venue?
Are lights dimmable? Can natural light be controlled with drapes, screens?
CLEANING, WASTE AND RECYCLING
Who is responsible for cleaning and waste removal?
Will a cleaner be on site for any spills?
Will bathrooms be checked and replenished?
Are separate recycling bins provided and clearly labelled?
CONTACT AND COMMUNICATION
How many venue staff will be dedicated to the event?
Who will be the main point of contact and will they be on site?
What is the chain of command for the event?
What WIFI is available to organisers and guests?
How do guests access the WIFI?
CATERING
Do you have preferred caterers?
Are there available commercial kitchen facilities on site?
Where will catering be served? How many serving stations?
Is water available? Where? How?
When can the caterers gain access to facilities?
HEALTH, SAFETY AND SECURITY
What are the evacuation procedures? Who is in command of this?
Where are the emergency assembly points?
Does the venue prepare a risk management plan or do we?
What insurance cover is required? What about contractors?
Is there on-site security? Between what hours?
What time will the venue be secured? By whom?
SIGNAGE AND WAYFINDING
What opportunities are there for signage to brand the event on venue buildings?
What signage is there at each venue room for breakout sessions?
Is there clear signage directing the way to the main venue?
Is there a policy re the installation of temporary directional signage?
VENUE LAYOUT AND FACILITIES
Where will registration take place?
Are there floorplans available for all of the venue spaces?
Is there a suitable registration desk? Are there power outlets nearby?
Can the venue provide suitable tables and chairs for breakout sessions? How many?
Who is responsible to set up furniture in each space?
What is the maximum capacity of each venue space?
Is there suitable exhibition space? How many square metres?
What are the access arrangements for exhibition set up?
Is there adequate power and lighting in the exhibition space?
STAGING AND TECHNICAL
Is there a suitable registration desk? Are there power outlets nearby?
Can the venue provide suitable tables and chairs for breakout sessions? How many?
Who is responsible to set up furniture in each space?
What is the maximum capacity of each venue space?
Is there suitable exhibition space? How many square metres?
What are the access arrangements for exhibition set up?
Is there adequate power and lighting in the exhibition space?
Outline the approvals process and timeframe for the venue
Any other details to be noted
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