# Venue site visit checklist for corporate events > The questions and checks our venue team uses before we publish a venue: rooms, meeting space, Wi-Fi, food, safety, accessibility and contract terms. Take it on your own site visit. URL: https://www.bravodays.com/en/resources/venue-site-visit-checklist-for-corporate-events Last updated: 2026-10-21 Publisher: BravoDays (https://www.bravodays.com) ## 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. ## Overview 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. ## Related pages - [Resources](https://www.bravodays.com/en/resources) - [Get a quote](https://www.bravodays.com/en/get-a-quote)