Venue Checklist
Although we love a challenge, sometimes events can be an awful lot cheaper and a great deal more impressive if the right venue is selected.
To help you pull together the right information for choosing a venue, we’ve pulled together the following list of things to check when you visit. Alternatively, save yourself a whole lot of bother, give us a call, and we’ll come with you.
The Basics
- What kind of event is it? For example is it a sit-down conference, a drinks reception or a dinner?
- If it’s a conference, are you planning to have the delegates seated theatre-style or cabaret-style around round tables?
- How many delegates are you expecting? Make sure the venue can easily cope with this number in case it rises.
- Do you need accommodation for your delegates?
- What are your delegates likely to expect – five-star luxury or spit & sawdust?
- Do you need to particularly consider accessibility issues?
- Where are your delegates coming from? Does the venue need to be nearby or further afield?
- Is there sufficient parking? Is it secure?
- Do you have any dates in mind? If so, is the date fixed or flexible?
- Are there any other events taking place in the venue or nearby?
- What’s the cancellation policy?
The Programme
- Is the event inside, outside or in a marquee? Many venues that at face value could be too small can offer a tremendous location by using temporary structures.
- How many rooms (plenary and syndicate) do you need for the event?
- Do you need a registration area? Do you need to think about offering a bag-drop?
- Where will you offer refreshments?
- Do you plan to use the main room for any dinners?
- Is the ratio of catering staff to delegates acceptable?
- Are there suitable and sufficient toilets?
- Are there going to be any team-building activities? Do you need good sized grounds?
- If so, do you need an inclement weather contingency?
- Does the venue match the events theme or brand? A great deal can be done by bringing in theming, but it’s a lot cheaper if the venue already lends itself to the event.
- Are there any bottle-necks when moving delegates from location to location? Does additional time need to be built into the programme?
Technical
- How easy is the access? You’d be surprised how much equipment is needed for even the smallest event.
- Are there suitable rigging points to hang lighting truss and suspend projectors? Is the ceiling high enough?
- If not, how will rear projection affect seating numbers?
- Is there a good place to site the stage?
- Is there a convenient and suitable power source? This will probably need to be a big socket – not just a domestic 13A supply.
- How far will the delegates at the back be from the stage? Will you need a camera relay?
- Are you planning on showing videos or using powerpoint?
- If so, is the room high enough for the screen? The bottom of the screen should be at least one metre above the floor if the delegates are seated.
- Is the room dark enough? This is particularly important if using a marquee. If it is not, black-out material or LED screens will need to be used.
- Is there a venue charge for rig and de-rig time? Can this be carried out outside normal office hours?
- Does the venue specify particular contractors or in-house teams for any part of the event? For example, some venues insist that their in-house team rigs any lighting truss.
- Do you need internet access – either on stage or for the delegates?
- What’s the acoustics like? Is there an echo?
- Are there any noise abatement rules or curfew for the location?