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:

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.