Choosing the right venue sets the stage for your entire event. This detailed checklist and sample site inspection form will help you evaluate properties thoroughly—creating structured tools and checklists to support event management and ensure alignment with the event's goals, from sleeping room quality and meeting space logistics to A/V capabilities, accessibility, and food and beverage flexibility. When conducting site inspections, making strong first impressions is crucial, as is selecting event venues and event locations that support the event's goals. Whether you’re planning a corporate conference, trade show, or incentive trip, this resource gives event planners the tools to make confident, informed decisions, which are central to effective event management, before signing a venue contract.
Conducting thorough site research is a foundational step in the event planning process. Event planners should start by identifying a shortlist of potential venues that align with the event’s goals, expected attendance, and budget. Carefully evaluate each location for accessibility, proximity to major airports, and transportation options for attendees. Research the availability and flexibility of meeting rooms and meeting spaces, ensuring the venue can accommodate your group’s needs for general sessions, breakouts, and networking areas.
It’s also important to review the event history of each venue—look for properties that have successfully hosted similar events or annual conferences, and assess their experience with groups of your size and type. Check the reputation of each venue by reading reviews, ratings, and feedback from other event planners. Pay close attention to the venue’s amenities, such as business centers, guest rooms, and on-site support services, to determine if they meet your requirements. By investing time in comprehensive site research, you increase your chances of finding the perfect venue that will contribute to the overall success of your event.
Determine the following in advance:
The first step in event site selection is to identify key factors such as location, amenities, and accessibility.
Get recommendations from local Convention & Visitors Bureau
Determine if there are any “citywide” or special events over your dates
When evaluating locations, consider nearby hotels as a key factor for attendee convenience.
Create Request for Proposal (RFP) to include:
Review the event history and check if the venue has hosted other groups or similar meetings to avoid conflicts and ensure smooth scheduling.
Determine who will receive an RFP (Request for Proposal):
Call to determine who initial sales contact will be
E-mail RFP/specs
Wait for venue’s response with proposal and packet (request either online or hard copy)
When reviewing proposals, request multiple bids from multiple venues to ensure you get the best deal and can compare all options.
Review proposal and floor plans to ensure space is appropriate and estimated costs fit into budget
Review options with client
Identify top choices. The selected host venue should be capable of hosting your event and meeting all requirements.
Create availability spreadsheet using key determining factors (e.g. dates, price, size, etc.). Compare sites and use an example scoring system to evaluate which event venue best meets your needs.
Schedule site visit and inspection with client
When narrowing down your list of potential venues, gathering references and testimonials is a key part of the site selection process. Event planners should request references from the venue’s previous clients, especially those who have hosted similar events or conferences. Ask for specific examples of how the venue handled events with comparable meeting requirements, expected attendance, and event formats.
In addition to direct references, review online testimonials and ratings from trusted event planning platforms and industry websites. These firsthand accounts provide valuable insight into the venue’s service quality, staff responsiveness, and ability to deliver a seamless event experience. By thoroughly vetting potential venues through references, event evaluations, and testimonials, event planners can make more informed decisions and select a site that has a proven track record of success with similar events.
Before finalizing your venue selection, it’s essential for event planners to review the contract with a fine-tooth comb. Carefully examine all terms and conditions, ensuring that the rental fee, cancellation policy, and any hidden fees are clearly outlined. Pay close attention to clauses related to food and beverage minimums, audiovisual equipment usage, and parking charges, as these can significantly impact your overall event costs.
Make sure the contract specifies the venue’s responsibilities in the event of emergencies or unforeseen circumstances, such as force majeure events or last-minute cancellations. Confirm that all negotiated concessions, such as complimentary meeting space or discounted guest rooms, are documented in writing. By taking the time to review the contract thoroughly, event planners can avoid surprises and ensure that their event runs smoothly from start to finish.
No matter how well you plan, unexpected challenges can arise during any event. That’s why planning for contingencies is a vital part of the event planning process. Event planners should identify potential risks, such as low attendance, last-minute cancellations, or adverse weather conditions, and develop strategies to address them.
Create a detailed contingency plan that includes backup options for food and beverage service, alternative meeting spaces, and clear communication protocols for attendees in case of emergencies. Maintain a list of emergency contacts, including venue staff and local authorities, and ensure all team members are familiar with the plan. By proactively preparing for unforeseen events, event planners can protect the attendee experience and ensure the event’s success, no matter what challenges arise.
Venue information:
Name: ________________________________________________
Brand: _________________________________________________
Address: _______________________________________________
Contact: _______________________________________________
Phone: ________________________________________________
Email: __________________________________________________
Hotel Website: ____________________________________________
When was the property built?
When was the most recent renovation completed?
Are there any scheduled renovations during the conference dates?
What other programs might be occurring at the venue in the same time frame? How many restrooms/stalls are located within the meeting space?
Are there a sufficient number of elevators in the venue?
Is there sufficient onsite parking?
Is the parking free or is there a charge? Cost for Self-park? Cost for Valet?
Is the Valet run by the venue, or a separate entity?
Are there shops or attractions nearby and easily accessible?
Does the general layout of the venue offer convenient access to all pertinent areas?
Does the venue have a storage location for supplies and materials?
Does the venue have a loading dock? Does it require a lift gate?
What are the dimensions of the freight elevators?
What amenities does the venue offer (e.g. health club, pool, business center, spa, gift shops)? What are the costs to guests for these amenities?
Will the venue put items in the room at night? If so, what is the charge?
Does the venue have a Business Center? What are the hours?
Where is the closest quick-copy center and office supply store? What are the hours?
How close is the nearest medical facility?
Does the property have a defibrillator onsite?
Does the venue have complimentary shuttle service? If so, can they support the entire group?
What is the procedure for using the hotel shuttle?
If shuttle service is not complimentary, what is the cost?
What is the distance and travel time to and from the airport?
What type of transportation is available in and around the city, and to local attractions?
Can the hotel suggest a local ground transportation company?
Evaluate both general session, breakout and exhibit space …
When will the room(s) be available for set up?
Does the capacity of the room match the needs of the program, including staging requirements?
Can the pre-function area accommodate meals, receptions and breaks?
Can the exhibit hall accommodate meals receptions and breaks?
Can a speaker preparation area be provided?
Can a staff room/ storage area be provided?
Is the shape of the room and ceiling height conducive to set up needs?
Are there any obstructions in the room that will prevent viewing of screens or monitors?
Is lighting bright and evenly spread throughout the room?
Does the room have windows? Can they be covered for multi-media presentations?
Are meeting room chairs comfortable?
What size are the classroom-style tables? What size are the banquet tables?
What are the restrictions on décor in the room (e.g., tape on walls, confetti, balloons)?
Are there lighting and temperature controls in the room?
Is the room soundproof?
Does the room have a built in stage? If so, what is the height and size?
Are all meeting rooms and break out rooms on one floor?
Where is the closest house phone so that venue staff can be reached quickly in the event of a problem?
Is the room available for 24-hour hold?
Can rooms be locked? If not, does the venue provide security?
If rooms have locks, will you be able to have several sets of keys?
Can rooms be re-keyed? What is the cost?
Is there an in-house A/V department?
Is the group required to use the In-house for some or all A/V needs?
Is there an A/V specialist on hand who is able to handle equipment problems?
Obtain the price sheet. Does the price include rehearsals, insurance, security, labor rates and union considerations?
What is the cancellation policy?
Who is responsible for lost, stolen or damaged equipment?
Is the equipment insured?
Can last minute equipment demands be met? What are the additional costs?
Is there a built-in sound system in the rooms?
How many computer hook ups are there (power outlets)?
Is electrical power sufficient for equipment needs?
What are the fees associated with bringing in outside equipment or personnel?
Are there hang-points for lighting banners and signage?
What is the cost for power?
What are the rigging costs?
What type of high-speed Internet connection do they have and what is the cost?
Is there an onsite restaurant(s)? How many? Types?
Does the venue have in-house catering facilities?
Obtain complete menu packets with pricing.
Has the banquet department handled similar programs (e.g., size, special needs, type of service)?
Can the facility provide recent references from groups with similar program needs?
Does the venue have a good reputation for food and beverage quality?
Does the restaurant and banquets share the same kitchen?
Is the catering department able to handle special dietary needs (e.g., vegetarian, halal, kosher, gluten-free, dairy-free, health-conscious)?
What is your standard dinner centerpiece?
What is the choice of linen colors?
Is there flexibility in menu planning?
Will the chef prepare specific recipes that the group requests or customize meals?
Is the banquet department willing to special order brands per the group's request? How much advance notice is required? What is the additional cost?
Are there restrictions or surcharges for providing food and beverage in alternative locations, within the venue or on property?
What are those locations?
Can specialty food and beverage be brought in (e.g., cakes)?
Is there a surcharge based on group size?
What is the standard service charge?
Is the service charge taxed?
What is the tax?
What type of sleeping rooms does the venue offer?
Do the rooms appear to be clean and well appointed?
What amenities are offered to guests in their rooms?
Is room service available? What are the hours?
What is the percentage of smoking vs. non-smoking rooms?
When were the rooms last renovated?
What is the distance between the sleeping rooms and meeting rooms?
What are the charges associated with local and long distance phone calls?
Is guestroom internet included in the room rate?
Do the rooms have windows that open?
Is each sleeping room equipped with its own temperature control?
What is the percentage of rooms with a view?
How responsive is the staff to your requests?
Is there a general feeling of warmth and courtesy from the staff?
What activities are available on property?
What are the costs for these activities?
Does the venue provide childcare?
Are outdoor or other areas available for activities or special events?
Does the venue provide support with activities (e.g., golf tournaments, beach Olympics)? What is the cost?
During your on-site tour ask to meet the on-site staff you will be working with such as banquet managers, front office manager, security, shipping and the chef, to gain a more in-depth perspective of the hotel/venue
During your on-site tour ask to meet the on-site staff you will be working with such as banquet managers, front office manager, security, shipping and the chef, to gain a more in-depth perspective of the hotel/venue
During your on-site tour ask to meet the on-site staff you will be working with such as banquet managers, front office manager, security, shipping and the chef, to gain a more in-depth perspective of the hotel/venue
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