Free Hotel Event Planning Checklist

Assessing the number of attendees to determine the required space.

Checking availability on preferred dates.

Visiting potential spaces in person to check suitability.

Discuss layout options, including seating arrangements and accessibility features.

Securing the venue booking and confirming the reservation details.

Scheduling a tasting session with the catering team.

Selecting menu items for different meals (breakfast, lunch, dinner).

Arranging special dietary accommodations for guests with allergies or restrictions.

Finalizing the meal schedule and service style (buffet, plated, etc.).

Confirming the number of servings and event day catering staff.

Determining the AV requirements for each segment of the event.

Coordinating with the hotel’s AV team to plan the setup.

Scheduling rehearsals to test the equipment.

Arranging for backup equipment in case of technical failures.

Ensuring all presenters have the necessary technical support for their presentations.

Choosing a theme and color scheme for the event.

Planning the layout and placement of decorations.

Coordinating with vendors for rental items such as linens, centerpieces, and lighting.

Setting up a schedule for decorating the venue on the event day.

Ensuring all safety guidelines are followed with decor installations.

Creating a list of attendees needing accommodations.

Negotiating group rates with the hotel.

Communicating booking instructions and deadlines to guests.

Arranging welcome packages for guest rooms.

Confirming final room lists and special requests with the hotel.

Mapping out parking options and securing additional parking if necessary.

Coordinating with local transportation services for guest pickups.

Providing guests with directions, parking information, and transportation schedules.

Setting up signage for parking and drop-off points.

Arranging for special needs transportation if required.

Reviewing the event timeline with all vendors and venue staff.

Checking the setup of the venue, including decor, AV equipment, and catering.

Conducting a final security and safety check.

Confirming the roles and arrival times of all event personnel.

Addressing any last-minute changes or concerns.