---
title: "Event Planner Venue Checklist: Everything You Need Before Booking"
description: This venue check list is made for event planners and your event's success, discover essential tips for booking the perfect space.
---

[Explore our latest insights - Karstens ](https://www.karstens.com.au/blog)

# [Event Planner Venue Checklist: Everything You Need Before Booking](https://www.karstens.com.au/blog/event-planner-venue-checklist-everything-you-need-before-booking)

 Written by [Hendrik Karsten](https://www.karstens.com.au/blog/author/hendrik-karsten) | Apr 29, 2026 4:13:48 AM

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.

 

[View full post](https://www.karstens.com.au/blog/event-planner-venue-checklist-everything-you-need-before-booking)

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