Venue Finding Brief Template

EVENT VENUE BRIEF

1. EVENT DETAILS
   - Event name/type: [e.g., Annual Conference, Training Day, Board Meeting]
   - Date(s): [Preferred date(s) and any flexibility]
   - Start time: [Time]
   - End time: [Time]
   - Number of attendees: [Expected headcount]

2. LOCATION REQUIREMENTS
   - Preferred city/area: [e.g., Central London, Manchester City Centre]
   - Transport requirements: [e.g., Near tube station, parking needed]
   - Maximum travel time from: [Key location, if relevant]

3. ROOM SETUP
   - Layout required: [Theatre / Classroom / Boardroom / Cabaret / U-shape]
   - Breakout rooms needed: [Yes/No, how many, for how many people]
   - Exhibition space needed: [Yes/No, approximate size]

4. TECHNICAL REQUIREMENTS
   - AV equipment: [Projector / Screens / Microphones / Video conferencing]
   - Wi-Fi requirements: [Standard / High bandwidth for streaming]
   - Recording/streaming: [Yes/No]

5. CATERING
   - Refreshments: [Tea/coffee on arrival, mid-morning, afternoon]
   - Lunch: [Buffet / Seated / Working lunch]
   - Dinner: [If applicable, seated/standing, number of courses]
   - Dietary requirements: [Any known requirements]

6. ACCOMMODATION (if required)
   - Number of rooms needed: [X single / X twin / X double]
   - Nights required: [Dates]
   - Location preference: [Same venue / Nearby / Any]

7. BUDGET
   - Day delegate rate budget: [£X per person, if known]
   - Overall budget range: [£X - £Y]
   - Budget flexibility: [Fixed / Some flexibility / TBC]

8. ADDITIONAL REQUIREMENTS
   - Accessibility needs: [Wheelchair access, hearing loops, etc.]
   - Parking: [Required / Not required / Nice to have]
   - Sustainability: [Any environmental requirements]
   - Other: [Any other specific requirements]

9. CONTACT DETAILS
   - Name: [Your name]
   - Company: [Company name]
   - Email: [Work email]
   - Phone: [Contact number]
   - Decision timeline: [When do you need to confirm?]