Event Check List

Most venues are accustomed to the pressures that come with coordinating multiple events in a short time span. After all, their business depends on them providing quality service, and every event is an opportunity to showcase their skills to both event planners and attendees. The most critical time though comes before the show even begins, when the client walks into the banquet room for setup. It is at this moment where the tone will be set for the rest of the day.

This is one lesson I learned quickly as a venue coordinator, and I later developed my own setup checklist to keep clients satisfied (and occupied) during the stress-filled setup period.

Have Your Carts Ready

The first thing your client will want to do is unpack all of their event supplies from their vehicle. This can be a difficult task, especially if the parking situation is hard to navigate. Imagine someone walking into your venue with a load of heavy boxes – what is the first thing they will be looking for? The answer is, of course, a cart, or anything else that will lighten their load and make the ominous job of unloading significantly easier. Having carts available right when they walk in the venue is an easy way to make them feel “relieved” just by showing up.

Prepare the Registration Tables

Next on the list of things-to-do for most clients is getting registration setup. This means your venue better have the all of the registration components in place before they arrive.