Venue recce and booking decision matrix
Editable event planning worksheet. Replace the placeholders and duplicate records as needed.
Editable working template. Record site-specific answers; this is not a capacity, electrical or safety approval.
Event / date:
Client decision owner:
Venue and rooms:
Recce date / attendees:
Brief version:
Layout version:
Programme version:
Use Confirmed / Conditional / Open / Not applicable. An empty cell is not a confirmation.
Record 1
Area: Brief
Question / evidence required: Does the proposed format and guest range fit the venue proposal?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Record 2
Area: Layout
Question / evidence required: Current dimensioned plan and event-specific reviewed layout?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Record 3
Area: Ceiling
Question / evidence required: Usable clearances and restrictions reviewed by responsible specialists?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Record 4
Area: Audience
Question / evidence required: Seating format defined; agreed guest count for this layout?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Record 5
Area: Visibility
Question / evidence required: Least favourable seats reviewed for the intended content?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Record 6
Area: Control
Question / evidence required: Technical FOH/control footprint and requirements agreed?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Record 7
Area: Registration
Question / evidence required: Arrival, waiting, queries and onward movement mapped?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Record 8
Area: Access
Question / evidence required: Accessible guest routes reviewed with venue and responsible leads?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Record 9
Area: Zoning
Question / evidence required: Guest, VIP, speaker/artist, vendor and service routes mapped?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Record 10
Area: Support
Question / evidence required: Holding, preparation, storage and coordination spaces allocated?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Record 11
Area: Exclusivity
Question / evidence required: Shared foyer, other functions and route use clarified?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Record 12
Area: Handover
Question / evidence required: Exclusive room release time confirmed in writing?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Record 13
Area: Delivery
Question / evidence required: Loading, lift/door restrictions and supplier route review complete?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Record 14
Area: Rehearsal
Question / evidence required: Preparation/testing/rehearsal access agreed?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Record 15
Area: Power
Question / evidence required: Named technical and venue owners; approved scope version recorded?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Record 16
Area: Internet
Question / evidence required: Intended event use, provider responsibility and test agreed?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Record 17
Area: Hotel package
Question / evidence required: Inclusions/exclusions matched to the actual brief?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Record 18
Area: External vendors
Question / evidence required: Venue conditions and approval process confirmed?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Record 19
Area: F&B
Question / evidence required: Service timings, final numbers and change deadlines confirmed?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Record 20
Area: Reset
Question / evidence required: Guest destination and room work sequence agreed?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Record 21
Area: Load-out
Question / evidence required: Removal timing, route and return-of-room owner agreed?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Record 22
Area: Commercial
Question / evidence required: Contract/terms reviewed by authorised client owner?
Venue answer / document reference: [enter value]
Status: [enter value]
Responsible owner: [enter value]
Decision due: [enter value]
Consequence if unresolved: [enter value]
Booking recommendation
Decision: Proceed / Proceed with documented conditions / Revise / Do not proceed
Reason:
Conditions to close before commitment:
Approved by / date:
Next layout and scope review: