Key points
- Bring your own laptop and connect via HDMI to play a video with sound. Specifications cannot replace actual testing.
- Check the projection with the venue lights set to the brightness level during the banquet. Projections that look great in the dark often become invisible when the lights are on.
- Ask, "Is there an event in the adjacent hall on the same day?"—simultaneous events can interfere with each other's sound levels.
- Ensure entry time is written into the contract. Verbal agreements may not hold if there is a change in the venue manager.
The most common mistake during venue visits is being led around by the sales staff, listening to their presentation, taking a few photos, and then leaving. The real issues are never on the tour route.
Print out this checklist and tick off each item during your visit. It is divided into six sections, following the order in which you will move through the venue.
A. Entrance to Registration Area
- Route from entrance to banquet hall: How far is it? How many doors do you pass through? Are there lifts or escalators?
- Space for welcoming/registration area: Can you set up 2–3 registration lines? Are there power outlets (needed for registration systems and photography equipment)?
- Availability of sign stands and direction signs: Are they provided by the venue, or do you need to bring your own?
- Location and number of toilets: How far from the banquet hall? Based on your guest count, will there be queues during intermissions?
- Parking: How many spaces are available? How many hours are discounted? Where to park if full?
B. Banquet Hall Space
- Actual number of tables: Ask the staff to show "how your event will be set up," rather than just the theoretical maximum.
- Aisle width: Will there be congestion during prize draws, food service, or guest movement?
- Location of pillars: In venues with pillars, some tables may have obstructed views of the stage. Clarify which positions have poor sightlines.
- Ceiling height: Affects balloon arches, large backdrops, and lighting setups.
- Wall colour: Dark walls absorb light, affecting projection brightness and photo quality.
C. Stage and AV (Must Test)
- Connect HDMI to play video: Bring your own laptop and connect it. Some venues only have VGA or require signal box adapters (which can reduce resolution).
- Test sound: How is the video sound input? Does HDMI carry audio, or is a separate 3.5mm/XLR connection needed? Who adjusts the volume?
- Check projection with lights on: Ask the venue to set the lights to "banquet mode" brightness, then check the projection. This step eliminates many venues.
- Position and size of projection screen: Can the back rows see it? For events with more than 60 tables, a single main screen is usually insufficient. Ask if there are side screens or video walls, and at what additional cost.
- Number and type of microphones: How many wireless? Are spare batteries available? Are there enough for the host, speeches, and performances?
- Is a sound technician provided: Or do you need to bring your own? If it's DIY, where is the control panel, and is it user-friendly?
D. Power and Internet
- Number of sockets around the stage: Lighting, sound, laptops, projection, and live streaming equipment all need power. Count if there are enough.
- Can extension cords be used: Some venues do not allow crossing aisles due to fire regulations.
- Guest Wi-Fi: What is the SSID and password? What is the bandwidth? Can it handle 200 simultaneous connections? This is crucial if there is interactive scanning or online voting. If not, check 4G/5G signal strength and prepare hotspots.
E. Timing and Scheduling
- Entry time: What is the earliest staff can enter? Are there other events in between? This must be written into the contract.
- Is there an event in the adjacent hall on the same day: Simultaneous events can cause bass to bleed through walls. This is particularly noticeable when a wedding coincides with a year-end party.
- End time and overtime charges: By what time must the venue be cleared? What is the hourly overtime rate? Charged in what increments?
F. Written Confirmation Before Contract
After the visit, confirm the following items in writing (Email or LINE is acceptable) with the sales staff:
| Item | Details to Confirm |
|---|---|
| Date and Time Slot | Entry time, end time, overtime rates |
| Number of Tables | Guaranteed number of tables, adjustment deadlines and rules |
| Total Price | Price per table, whether service fee is included, other charges |
| Equipment | Projection specifications, number of microphones, whether a sound technician is provided |
| Internet | Guest Wi-Fi credentials and bandwidth |
| External Vendors | Charges for external catering, alcohol, and vendors |
| Deposit | Amount, cancellation, and rescheduling conditions |
What to Bring to the Venue Visit
- Laptop + HDMI cable (for testing projection and sound)
- Mobile phone (for photos, testing Wi-Fi speed, and signal strength)
- Tape measure (for measuring the welcoming area and stage)
- This checklist
Visit three venues in one day for the best comparison. Venue visits are time-consuming, but it's far better than discovering you only have one hour to set up after signing the contract.
→ Narrow down your list using the database → Further reading: 12 Questions to Ask When Choosing a Venue
Figures come from events we delivered and public sources. Actual terms vary by venue and date — always confirm with the venue.