Free Hotel Event Planning Checklist Template
Hotel Event Planning Checklist
1. Venue Selection
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Task |
Completed (✔) |
|---|---|
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Assessing the number of attendees to determine the required space. |
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Checking availability on preferred dates. |
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Visiting potential spaces in person to check suitability. |
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Discuss layout options, including seating arrangements and accessibility features. |
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Securing the venue booking and confirming the reservation details. |
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2. Catering Arrangements
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Task |
Completed (✔) |
|---|---|
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Scheduling a tasting session with the catering team. |
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Selecting menu items for different meals (breakfast, lunch, dinner). |
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Arranging special dietary accommodations for guests with allergies or restrictions. |
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Finalizing the meal schedule and service style (buffet, plated, etc.). |
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Confirming the number of servings and event day catering staff. |
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3. Audiovisual and Technical Setup
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Task |
Completed (✔) |
|---|---|
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Determining the AV requirements for each segment of the event. |
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Coordinating with the hotel’s AV team to plan the setup. |
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Scheduling rehearsals to test the equipment. |
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Arranging for backup equipment in case of technical failures. |
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Ensuring all presenters have the necessary technical support for their presentations. |
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4. Decor and Atmosphere
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Task |
Completed (✔) |
|---|---|
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Choosing a theme and color scheme for the event. |
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Planning the layout and placement of decorations. |
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Coordinating with vendors for rental items such as linens, centerpieces, and lighting. |
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Setting up a schedule for decorating the venue on the event day. |
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Ensuring all safety guidelines are followed with decor installations. |
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5. Guest Accommodations
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Task |
Completed (✔) |
|---|---|
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Creating a list of attendees needing accommodations. |
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Negotiating group rates with the hotel. |
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Communicating booking instructions and deadlines to guests. |
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Arranging welcome packages for guest rooms. |
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Confirming final room lists and special requests with the hotel. |
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6. Transportation and Parking
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Task |
Completed (✔) |
|---|---|
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Mapping out parking options and securing additional parking if necessary. |
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Coordinating with local transportation services for guest pickups. |
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Providing guests with directions, parking information, and transportation schedules. |
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Setting up signage for parking and drop-off points. |
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Arranging for special needs transportation if required. |
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7. Final Walkthrough and Coordination
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Task |
Completed (✔) |
|---|---|
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Reviewing the event timeline with all vendors and venue staff. |
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Checking the setup of the venue, including decor, AV equipment, and catering. |
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Conducting a final security and safety check. |
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Confirming the roles and arrival times of all event personnel. |
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Addressing any last-minute changes or concerns. |
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