Gabriel_MyVenueHQ
New member
A venue booking can look complete while the suppliers still have different assumptions about access, setup and who is responsible for what. Here's a checklist you can copy into the handover for an external caterer or AV team.
- Event/date, room and current guest count.
- Named venue lead, supplier lead and client decision-maker, with the contact method to use on the day.
- Delivery entrance, loading access and agreed arrival/setup/pack-down times.
- Latest floorplan, including the version/date, and who approves changes.
- What the venue supplies versus what each supplier brings.
- Power, kitchen, storage and technical requirements confirmed directly with the relevant venue staff.
- Running order and any shared deadlines, such as soundcheck before catering setup or room turnover.
- What happens to supplier equipment and rubbish after the event.
- Outstanding decisions, each with one person responsible and a due date.
Send it early enough for suppliers to flag conflicts, then circulate only the agreed revision. This is an operational checklist, not a substitute for the venue's safety procedures or supplier agreements.
Our tool is MyVenueHQ; it keeps event details, BEOs and floorplans together. You can use the checklist above in whatever system you already have.
What is the one detail outside suppliers most often need clarified before arriving at your venue?
- Event/date, room and current guest count.
- Named venue lead, supplier lead and client decision-maker, with the contact method to use on the day.
- Delivery entrance, loading access and agreed arrival/setup/pack-down times.
- Latest floorplan, including the version/date, and who approves changes.
- What the venue supplies versus what each supplier brings.
- Power, kitchen, storage and technical requirements confirmed directly with the relevant venue staff.
- Running order and any shared deadlines, such as soundcheck before catering setup or room turnover.
- What happens to supplier equipment and rubbish after the event.
- Outstanding decisions, each with one person responsible and a due date.
Send it early enough for suppliers to flag conflicts, then circulate only the agreed revision. This is an operational checklist, not a substitute for the venue's safety procedures or supplier agreements.
Our tool is MyVenueHQ; it keeps event details, BEOs and floorplans together. You can use the checklist above in whatever system you already have.
What is the one detail outside suppliers most often need clarified before arriving at your venue?
