Venue Finding Checklist
A complete checklist for sourcing corporate venues. Use this guide to ensure you've covered all requirements.
This checklist covers everything you need to consider when sourcing a corporate venue. Use it as a guide when briefing venue finders, or when evaluating options yourself.
Before you start searching
- Confirm event date(s) and any flexibility
- Get accurate attendee numbers (or expected range)
- Clarify budget with stakeholders
- List essential requirements vs nice-to-haves
- Identify key decision makers and approval process
- Set your decision deadline
Location requirements
- Preferred city or area
- Maximum travel time for attendees
- Transport links needed (tube, rail, motorway)
- Parking requirements
- Accommodation proximity (if overnight)
- Accessibility requirements
Room and space needs
- Main room capacity and layout
- Breakout rooms (number and size)
- Exhibition or display space
- Registration/welcome area
- Private office or green room
- Outdoor space (if needed)
Technical and AV requirements
- Projector and screen(s)
- Microphones (handheld, lapel, roving)
- Video conferencing capability
- Wi-Fi capacity and speed
- Recording or livestreaming
- On-site technical support
Catering needs
- Arrival refreshments
- Mid-morning and afternoon breaks
- Lunch format (buffet, seated, working)
- Dinner (if applicable)
- Dietary requirements to accommodate
- Drinks reception (if applicable)
Accommodation (if required)
- Number of rooms needed
- Room types (single, twin, double)
- Nights required
- Same venue or nearby
- Breakfast included
- Budget per room
When comparing venues
- Total cost (not just room hire)
- What's included vs extra charges
- Cancellation and payment terms
- Minimum spend requirements
- Availability of preferred dates
- Site visit option
Before confirming
- Review contract terms carefully
- Confirm final numbers deadline
- Understand cancellation policy
- Check insurance requirements
- Clarify payment schedule
- Get emergency contact details
Pro tip: Let us do the work
Instead of working through this checklist alone, share your requirements with us. Our free venue finding service handles the sourcing, comparisons, and negotiations — saving you time and often money.
Learn more about our service
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