Event Venue Inspection Checklist

Coming Soon! This practical checklist will help hotel sales teams and event planners evaluate venues systematically.

Why Venue Inspections Matter

A thorough venue inspection ensures:

• Client expectations are met
• Event logistics are feasible
• No surprises on event day
• Accurate BEO creation

Pre-Inspection Preparation

Before the site visit, gather:

• Event specifications (attendee count, date, time)
• Client requirements and preferences
• Budget parameters
• Special needs or accommodations

Meeting Space Checklist

Physical Layout

• [ ] Square footage and capacity
• [ ] Ceiling height
• [ ] Column obstructions
• [ ] Natural lighting availability
• [ ] Window treatments (blackout capability)
• [ ] Floor type and condition
• [ ] Wall colors and décor

Technical Capabilities

• [ ] Power outlet locations and quantity
• [ ] Internet connectivity (wired/wireless)
• [ ] AV equipment availability
• [ ] Sound system quality
• [ ] Lighting controls
• [ ] Video conferencing setup
• [ ] Stage or platform availability

Comfort & Accessibility

• [ ] HVAC controls and zones
• [ ] Restroom proximity
• [ ] ADA compliance
• [ ] Parking availability
• [ ] Loading dock access
• [ ] Elevator capacity
• [ ] Emergency exits marked

Banquet & Catering Checklist

Kitchen Facilities

• [ ] On-site kitchen capacity
• [ ] Food preparation area
• [ ] Refrigeration and storage
• [ ] Plating and serving space
• [ ] Clean-up facilities

Service Logistics

• [ ] Service entrance location
• [ ] Distance from kitchen to venue
• [ ] Bar setup areas
• [ ] China, flatware, glassware inventory
• [ ] Linen options and quality

Dietary Accommodations

• [ ] Allergen handling procedures
• [ ] Vegetarian/vegan options
• [ ] Religious dietary compliance
• [ ] Special meal preparation capability

Creating the BEO

After the inspection, use your findings to create a detailed Banquet Event Order including:

1. Room Setup Diagram

   • Table arrangements
   • Stage placement
   • AV equipment locations
   • Traffic flow patterns

2. Timeline

   • Setup start time
   • Event start/end times
   • Breakdown schedule
   • Staff shift times

3. Specifications

   • Exact attendee count
   • Food and beverage details
   • Equipment requirements
   • Special instructions

Using the Checklist Effectively

During the Site Visit

1. Take photos and measurements
2. Test equipment (microphones, projectors)
3. Walk through guest flow
4. Identify potential issues

After the Inspection

1. Complete the checklist immediately
2. Create a detailed BEO
3. Share findings with the client
4. Follow up on any concerns

Best Practices

• Use a standardized checklist form
• Bring measuring tape and camera
• Include venue staff in the walkthrough
• Document everything in writing

Digital Venue Management

Modern hotel sales software can streamline venue inspections:

• Digital checklists on tablets
• Photo documentation in the CRM
• Automatic BEO population
• Client collaboration tools

Sample Venue Profiles

Create venue profile templates for each space:

• Capacity charts (theater, banquet, classroom)
• Equipment inventory
• Standard setup times
• Photos from multiple angles
• Floor plans and dimensions

Simplify Your Event Planning

Looking for better tools to manage events?

• Download BEO Templates
• See BEO Examples
• Compare BEO Software

Try HotelAmplify's event management tools →