Event Planner Venue Checklist: Everything You Need Before Booking
Booking the right venue can make or break your event. Whether you are planning a board meeting, training session, seminar or corporate conference, using a clear checklist helps avoid last-minute issues and ensures a smooth experience.
At Karstens Conference & Training Venues, we work with hundreds of organisers each year and know exactly what separates a successful event from a stressful one.
1. Confirm Your Guest Numbers
Before selecting a venue, estimate:
- Expected attendees
- Final confirmed attendees
- VIP guests or presenters
- Late registrations
Choosing a room too small feels cramped. Too large can feel empty and reduce energy.
2. Choose the Right Room Setup
Different events require different layouts:
|
Setup |
Best For |
|
Boardroom |
Executive meetings |
|
U-Shape |
Workshops |
|
Classroom |
Training sessions |
|
Cabaret |
Group learning |
|
Theatre |
Presentations |
3. Check the Location
Ask yourself:
-
Is it in the CBD?
-
Close to public transport?
-
Easy parking nearby?
-
Convenient for interstate guests?
Central locations improve attendance and punctuality.
4. Review Technology & AV
Do not assume every venue includes quality AV. Confirm:
- Large screens/projectors
- HDMI / USB-C connectivity
- Fast Wi-Fi
- Video conferencing
- Microphones
- Onsite support staff
Reliable technology is critical.
5. Catering Matters More Than You Think
Guests remember food and coffee. Confirm:
- Tea & coffee all day
- Morning tea
- Lunch options
- Dietary requirements
- Afternoon refreshments
Professional catering keeps attendees energised.
6. Ask About Hidden Costs
Before booking, ask:
- Is AV included?
- Room hire minimums?
- Extra staff charges?
- Cleaning fees?
- Overtime charges?
Transparent pricing avoids surprises.
7. Understand the Venue Experience
A premium venue should feel professional and welcoming:
- Natural light
- Comfortable seating
- Clean amenities
- Friendly staff
- Breakout areas
- Quiet environment
These details influence how guests perceive your business.
8. Confirm Support on the Day
Ask who assists if something changes:
- Room adjustments
- Extra catering
- Technical help
- Guest directions
- Printing needs
Experienced onsite staff are invaluable.
9. Read Reviews
Look for feedback mentioning:
- Service quality
- Ease of booking
- Catering
- Room comfort
- Technology reliability
Consistent positive reviews build confidence.
10. Final Booking Checklist
Before signing off:
☑ Correct date
☑ Correct start/finish time
☑ Final numbers confirmed
☑ Catering selected
☑ AV confirmed
☑ Invoices understood
☑ Cancellation terms reviewed
☑ Contact person allocated
Why Businesses Choose Karstens Conference & Training Venues
Karstens provides premium conference and training venues with exceptional service, flexible packages, built-in AV, quality catering, and central CBD locations across Melbourne, Sydney, Brisbane, Perth and Adelaide.
Need Help Planning Your Event?
Speak with the team at Karstens Conference & Training Venues and let us help you find the perfect venue for your next meeting, training session or conference.