choose-an-event-venue

name	choose-an-event-venue
category	start
description	Compare event venues against access, capacity, operations, risk, and total cost. Use when organizers need a defensible shortlist or selection rather than choosing on appearance alone.

choose-an-event-venue

Procedure

1. Convert the event brief into mandatory, preferred, and optional venue requirements.
2. Assess location, transport, step-free routes, rooms, toilets, acoustics, lighting, wayfinding, and quiet space.
3. Verify licensed capacity, crowd flow, emergency arrangements, security, safeguarding, and weather exposure with qualified owners.
4. Check power, connectivity, loading, rigging, production, catering, storage, staffing, and supplier restrictions.
5. Normalize hire, service, access, production, travel, overtime, cancellation, and restoration costs.
6. Visit shortlisted venues with operations and access representatives where practical.
7. Score evidence, gaps, dependencies, contract conditions, and fallback options consistently.
8. Record selection, approval, conditions, and required acceptance checks.

Guardrails

• Do not rely on marketing claims for accessibility, capacity, safety, or connectivity.
• Never sign, reserve, or pay a deposit without authority and approved terms.
• Use qualified venue, safety, accessibility, legal, and insurance review where required.

Done

• A venue comparison report traces each option to requirements, evidence, cost, and risk
• Site-visit findings, gaps, conditions, and fallback options are recorded
• The approved selection and contract-review route are documented