Guides › Events & Celebrations
Walk into every venue visit with the right checklist
Get a site visit checklist tailored to your client's needs, then turn your photos and notes into a clear visit report afterwards.
When to use it
Before and after each venue inspection
Step by step
Make a tailored checklist
Before the visit, paste your event requirements into your AI assistant with this prompt and save the result in your notes app.
Prompt to copyI'm visiting [venue type] for [event] with [number] guests. Client requirements: [paste key needs, including accessibility, AV, catering, timings]. Create a site visit checklist grouped by: arrival and access, accessibility, main room, breakout spaces, AV and power, catering and kitchen, toilets and cloakroom, signage and branding, safety and exits, load-in for suppliers, and questions for the venue manager. Make each item a yes/no or measure-it check. Highlight the 5 items most likely to rule this venue out.Take photos as you go
Photograph each space, entrance, lift, power points and anything that worries you. Speak quick notes into your phone if typing is awkward.
Write up the visit
Afterwards, paste your ticked checklist and notes into the AI and ask for a one-page visit report with strengths, concerns and questions to follow up.
Share with the client
Send the report with your best photos so the client can decide without needing to visit.
What you get
Rule-out checks: step-free route from car park (YES, via side door), room holds 150 cabaret (NO - max 130), hearing loop (YES). Concern: only two power points near stage. Follow-up: can the venue supply an extension board and a second lectern mic?
Tips
- Upload photos to the AI and ask 'What problems could this space cause for a seated dinner?' to catch things you missed.