Venue Checklist for a Live Event

When searching for a venue for a live event, there are many factors to consider in order to ensure a successful and smooth experience. Here is a comprehensive guide to help you evaluate potential venues:

Food & Drink Packages:
- Inquire about the availability of food and drink packages provided by the venue. Evaluate the options, quality, variety, and pricing to ensure they align with your event's requirements and budget. Additionally, check if the venue allows external catering if you prefer to bring in your own food and beverage vendors.

Location:
- Consider the venue's location carefully. It should be easily accessible for attendees, have sufficient parking facilities (or be close to public transportation), and comply with any specific requirements of your target audience. Additionally, evaluate if the venue is situated in a desirable area that aligns with the theme or purpose of your event.

Transport Links:
- Evaluate the proximity of the venue to transport links such as airports, train stations, or major highways. This is particularly important if you expect attendees or equipment to be transported from other locations.

Accommodation Options:
- If your event involves out-of-town participants, check for nearby accommodation options if the venue cannot accommodate your guests. Assess the availability, quality, and pricing of hotels, hostels, or other lodging facilities in the vicinity of the venue. Having convenient accommodation can significantly enhance the overall attendee experience.

Staff and Event Support:
- Assess the venue's staff and event support capabilities. Engage in conversations with the venue management to gauge their responsiveness, flexibility, and willingness to accommodate your specific event needs. Experienced and helpful staff can greatly contribute to the success of your live event.

Scaled Room Plans:
- Check if the venue provides scaled room plans or layouts. These will assist you in visualising the event setup, including seating arrangements, stage placement, and other important aspects. Having detailed plans can help in organizing the space effectively.

Reception Area:
- Assess if the venue offers a designated area for a reception or registration desk. This will be essential for welcoming and checking in attendees, providing information, and managing any necessary administrative tasks.

Wi-Fi Capability and Bandwidth:
- Inquire about the availability of Wi-Fi for your guests. Assess the venue's Wi-Fi capabilities, including the bandwidth, to ensure it can handle the expected number of users and their connectivity needs. A reliable and robust internet connection is crucial for streaming, social media interaction, and other online requirements.

Hard-Wired Broadband Points:
-Verify if the venue has hard-wired broadband points available. These can be useful if you plan to stream the event or require a more stable internet connection for specific equipment or activities that cannot rely solely on Wi-Fi.

Administration Support:
- Engage with the venue staff to determine if they can provide administration support throughout your event. This may include assistance with registration, on-site coordination, technical support, and other administrative tasks that ensure the smooth operation of your event.

3 Phase Power Suppliers:
- Check the position and availability of 3 phase power suppliers in the venue. This is crucial for running lighting, sound systems, and other equipment necessary for a live event. Ensure that the power supply is sufficient for your requirements.

Ceiling Points for Flying Trusses:
- If your event requires hanging trusses or equipment from the ceiling, verify if the venue has suitable ceiling points and rigging capabilities in place. This will allow you to safely suspend lighting, speakers, and other equipment.

Get-In Accessibility:
- Assess the venue's entry points and assess the ease with which you can move equipment and personnel in and out. Look for wide entry doors, ramps, or alternative access points that would facilitate the load-in and load-out process.

Over Package:
- Negotiate the option of an over package. This refers to extra time allocated both before and after the event for set-up and tear-down. Having this buffer time can be invaluable in case of any unexpected delays or complications that may arise.

Storage Space:
- Inquire about storage space availability at the venue. You may require a secure area to store goods, giveaways, promotional materials, branding items, or any other items you'll need during the event. Having a designated storage area can help keep your event space organized and clutter-free.

Isolation of Fire Alarms:
- Discuss with the venue management the ability to isolate or temporarily disable fire alarms during specific performances or opening sequences that may involve special effects, fog machines, or pyrotechnics. Ensure that safety protocols are followed, and that the venue is equipped to handle such requirements without compromising the safety of attendees.

By considering these additional points, you can further refine your search for a venue that meets all your event requirements and ensures a successful and memorable experience for your attendees.

Alternatively you could let one of our experienced Project Managers do this and more for you while you focus on the Delegates.