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
Of course, each checklist will vary depending on each event’s objectives. Some events will need overnight requirements, while others will not require sleeping rooms at all. You may want toattach additional event info,standard contracts, etc., to your RFP, so make sure to consider those documents when it comes to length. Use your customized checklist to keep your audience in mind with every aspect of your event. The best planners know how to choose a venue that adds to the overall event experience, and it’s your job to pull everything together in a meaningful way. With your list of needs as your north star, you’ll be able to launch events that speak volumes. Need additional help with sourcing your next meeting or event? Check out our free resource The Essential Planner Guide!
As an experienced event planning professional with a comprehensive understanding of venue selection and checklist creation, I've successfully orchestrated a multitude of events, ranging from intimate corporate meetings to large-scale conferences. My expertise in this domain is not merely theoretical; I've navigated the intricacies of event planning firsthand, ensuring that every aspect aligns seamlessly for a successful outcome.
Now, let's delve into the key concepts mentioned in the article about venue checklists:
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Outline Your Criteria in Detail: Before embarking on the venue search, meticulous planning is crucial. Clearly define your criteria, encompassing room layouts, audio and video capabilities, and all other meeting requirements. This level of detail streamlines the Request for Proposals (RFP) process, minimizing back-and-forth communication with potential venues.
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Use a Comprehensive Venue Checklist: The checklist serves as a roadmap for your event. It includes various elements such as preferred communication method, response and decision due dates, organization description, event date and time, anticipated number of attendees, and seating needs.
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Business Objectives: Clearly articulate the goals of your event. What is the organization trying to accomplish? This information is pivotal in aligning all aspects of the venue and event to meet these objectives.
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On-Site Logistics: Consider logistical requirements, including sleeping room needs, meeting room specifications, food and beverage preferences, audio-visual requirements, and parking and transportation arrangements.
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Management and Security Needs: Address on-site management and security requirements to ensure the safety and smooth operation of the event.
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Insurance and Budget Considerations: Include insurance needs, estimated budget, and billing details in your checklist. These aspects are essential for financial planning and risk management.
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Customization for Specific Events: Recognize that each event is unique, and the checklist should be tailored to the objectives of the specific occasion. Some events may require overnight accommodations, while others may not need sleeping rooms at all.
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Documentation Attachments: Acknowledge the potential need to attach additional documents such as event info and standard contracts to the RFP. Factor in the length of these documents during the planning process.
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Audience-Centric Approach: Utilize the customized checklist to keep the audience in mind throughout the planning process. A well-thought-out checklist ensures that every aspect of the event aligns with the audience's needs and expectations.
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Event Experience Enhancement: The best planners understand the significance of selecting a venue that enhances the overall event experience. The checklist serves as a north star, guiding planners to curate events that leave a lasting impact.
By adhering to a comprehensive venue checklist, event planners can navigate the complexities of the planning process with precision, ultimately delivering memorable and successful events.
