In short

  • Visit at the same time of day and week as your event, so you see real noise, light and crowds.
  • Test the Wi-Fi yourself in the meeting room and in a guest room; do not rely on the brochure.
  • Ask for fire safety and evacuation documents and walk the emergency exits.
  • Get room-block, attrition and cancellation terms in writing before you leave.

A site visit is the best hour you can spend before signing a venue contract. This checklist follows the same criteria our venue team uses before a venue is published on BravoDays: site visit, mystery shopping, a Wi-Fi test, a "vibe check", fire and safety documents, accessibility and the contract. Print it, take it with you and write the answers down while you walk.

Before you go

  • Send the venue your draft agenda, headcount range and room needs so they can show the right spaces.
  • Ask to meet the events manager and, if possible, the banqueting or F&B manager.
  • Plan to arrive by the same route your guests will take from the airport and time the journey.
  • Book a meal in the venue's restaurant to judge food and service like a guest (a simple form of mystery shopping).

Arrival and first impression (the vibe check)

  • Is the entrance easy to find for a coach, and is there space for it to stop and unload?
  • How long did check-in take, and how were you greeted?
  • Does the place feel right for your group: formal or relaxed, busy or private, family resort or business hotel?
  • Are other large groups or weddings booked on your dates that would share public areas?

Guest rooms

  • See at least one room of each type you plan to book, not only the show room.
  • Check bed configuration (twin or double), blackout curtains, noise from corridors or the road, air conditioning.
  • Count how many rooms of each type are really available on your dates.
  • Ask about accessible rooms: how many, where they are and what they include.

Meeting and event space

  • Is there natural light, and can it be fully blacked out for screens?
  • Check ceiling height, pillars and sight lines for your layout (theatre, classroom, cabaret, U-shape).
  • Look at breakout rooms: how close are they, and how many people fit in each?
  • Confirm in-house AV: screens, projectors, microphones, sound, lighting, technician on site.
  • Ask what else is happening in neighbouring rooms on your dates.
  • Find the outdoor space for coffee breaks, receptions or activities, and the indoor backup if it rains.

Wi-Fi and connectivity test

  • Run a speed test in the main meeting room, a breakout room and a guest room; note download and upload.
  • Ask whether the group can have a dedicated network and what bandwidth is guaranteed.
  • Check mobile signal in the meeting rooms, especially in basements.
  • Count power sockets in the meeting room and ask for extension cables if needed.

Food and beverage

  • Taste the food, or book a tasting for the gala dinner menu.
  • Ask how they handle halal, vegetarian, vegan, gluten-free and allergy requests, and how dishes are labelled.
  • Check the breakfast capacity: can the restaurant seat your whole group at peak time?
  • Agree coffee-break timing and locations close to the meeting room.
  • Ask about alcohol policy, licensing hours and any restrictions for outdoor events.

Fire, safety and security

  • Ask for the fire safety certificate and evacuation plan, and walk the emergency exits from your meeting room.
  • Check for smoke detectors and sprinklers in rooms and function spaces.
  • Find out where the nearest hospital is and how long it takes to get there.
  • Ask whether there is a first-aid trained person or a doctor on call, and a defibrillator on site.
  • Check security at entrances and how the venue handles access for VIP guests or high-profile speakers.
  • For pools, beaches or activities: is there a lifeguard, and what are the supervision rules?

Accessibility

  • Is there step-free access from the drop-off point to the lobby, meeting rooms, restaurant and toilets?
  • Are lifts large enough for a wheelchair and is there an accessible toilet near the meeting room?
  • Can the venue provide hearing loops, large-print menus or quiet rooms?

Sustainability

  • Ask which practices are in place today, not planned: refill water stations, local sourcing, food waste tracking, renewable energy, certifications.
  • Ask whether they can provide energy, water or waste data per event for your reporting.

Contract and commercial terms

  • Room block size, release date and attrition (how many rooms you can give back without penalty).
  • Cancellation scale by date, deposit amounts and payment schedule.
  • Food and beverage minimum spend and what counts towards it.
  • Room hire charges, AV charges, service charges and VAT: what is included in the quoted price.
  • Buyout or exclusivity: if you need the whole venue, what exactly is included and which outlets stay open to the public.
  • Force majeure clause and what happens if the venue is sold or renovated before your dates.

After the visit

  • Write your notes and scores the same day and share photos with the decision maker.
  • Ask the venue to send a written proposal reflecting everything agreed on site.
  • Compare venues side by side on the same criteria before deciding.