Booking checklist

What is the desired outcome of the function?

• List the key objectives of your function
• List how you will measure the success of the function

What resources do you have?

• What is your budget?
• Who is available to help you organise the function?

Function date

• Consider school holidays, Easter etc
• Consider weather conditions
• Find out what other events are on to avoid low attendance
• Look at significant work related dates such as year end

Timeline

• Book your venue first to ensure that you get your preferred venue
• Work backwards from your function date to ensure that all the tasks get completed

Attendees

• Consider maximum and minimum numbers of guests
• How will you invite the guests and ensure that they are kept informed of the necessary function details?

Know your venue

• Determine how much space you’ll need (plenary room, breakouts, separate catering room)
• Talk to the venue function coordinator of your requirements and let them advise you on the best possible room/s
• If circumstance allows, always conduct a site visit of the venue. This will give you a better idea of the space you’re working with and will give you a feel of the venue

List your requirements

• Seating style (theatre, boardroom, classroom etc)
• Audio Visual equipment (will you hire AV or use your own?)
• Catering – remember dietary requirements
• Catering style: will your guests be standing to eat or sitting?
• Create a run sheet for your function with times.
• Do you require the room to be themed?
• Will there be drinks and nibbles at the function?
• What are your pack in and out times?
• Do you need name tags?
• Do you need a registration desk?

Confirm final details

• A week before the function, confirm final attendance numbers and details with the venue
• Send out a reminder to all attendees about the function