The following checklist was
compiled with the help of Nicole Marsh, CMP, DMCP, owner and
president of The Arrangers, a Denver-based destination management
and event planning company (www.arrangers.com).
Choosing the Space
What is the venue’s “hold” policy?
Many outdoor spaces, such as parks, are government-owned and will
not reserve the space without a deposit.
What else is going on in the area
during the time of your event? Are any public gatherings
(festivals, concerts, etc.) scheduled concurrently that would
increase traffic or cause parking problems?
Are there enough rest rooms? Will you
need portable units for the event? Will the general public have
access to the same facilities your attendees will be using?
Is there any scheduled construction
at or around the facility that could affect the logistics or
aesthetics of your event?
Are catering facilities available? If
not, will you need access for catering trucks or tents for catering
to set up?
Does the venue have a liquor permit?
If so, what does it cover? In some cases two separate policies and
requirements might cover your event space. If you need to file for
permits, do so several months in advance.
Is running water available? What are
the rules/permits regarding using the water?
Does the venue have adequate parking
Will you need security, or is it
required by the venue? Some events take longer to set up and
strike, requiring overnight security. You also might need off-duty
police to secure the event area if the public is able to enter
Do you need to have an EMT on standby
at the event?
Will your event happen rain or shine?
If yes, have ponchos available for guests in case of rain.
Do you have a backup venue and/or
Depending on the time of year and
your location, will you need heaters or tents? If the event is on a
hot summer day, consider having misters and sunscreen
The LookWhat is the venue’s floor surface? You might need to consider
placing a sub-floor or be prepared to spend extra time stabilizing
tables and chairs if the floor is uneven.What can you rent from the venue? Are there delivery and setup
fees to bring tables and chairs to your event area? Does the
facility have a preferred rental company for these supplies?Consider how weather will affect decor: Florals do not last
long in direct sunlight or heat, and helium balloons deflate in
extreme heat or cold.In a windy area, do not use high-profile decorations, and be
sure to secure all linens.Are you able to use stakes for tents or inflatables on the
site? You might need water barrels or cement weights on certain
grass or parking surfaces.
Technical ConsiderationsDo you need to amplify your sound so all attendees can hear
announcements and entertainment? Does a noise ordinance apply at
the venue? Be sure you and your client are aware of how noise
restrictions might affect the event.Is there adequate power available for your needs, or do you
need to rent a generator?What does the existing lighting cover after dark, and will you
need to supplement it?
After the Fact
Have a cleanup plan. Be sure to
provide an adequate number of trash cans, dumpsters and recycling
bins. You might need to pay to clean the area both before and after