EVENT PLANNING CHECKLIST: HOTEL FUNCTION & GUEST EXPERIENCE AUDIT

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--- PRE-EVENT COORDINATION ---
[ ] Event Booking Confirmation Date
[ ] Contact Person at Hotel (Front Desk, Event Coordinator, Sales Manager)
[ ] Contact Person's Phone Number
[ ] Event Contract Number
[ ] Key Details from Event Contract (e.g., room rental, services)
[ ] Estimated Number of Attendees
[ ] Room Type/Configuration Confirmed (Ballroom, Conference Room, Suite, Other)
[ ] Scheduled Pre-Event Meeting Time

--- VENUE SETUP & LOGISTICS ---
[ ] Room Capacity (Confirmed)
[ ] Room Layout Configuration (Theater, Classroom, Conference, U-Shape, Banquet)
[ ] Stage/Podium Location
[ ] Setup Completion Time
[ ] Scheduled Tear-Down Start Time
[ ] Special Setup Instructions (e.g., draping, furniture placement)
[ ] Required Furniture (Check all that apply) (Tables, Chairs, Podium, Projector Screen, Microphones)
[ ] Room Layout Diagram (If Available)

--- AUDIO-VISUAL & TECHNICAL EQUIPMENT ---
[ ] Projector Brightness (Lumens)
[ ] Microphone Type (Wireless, Wired, Lapel)
[ ] Scheduled AV Equipment Testing Time
[ ] Notes on specific AV setup requests
[ ] Needed Cables/Adapters (HDMI, VGA, Audio Cable, Power Adapter)
[ ] Speaker System Configuration (Surround Sound, Stereo, Mono)
[ ] Last AV Equipment Maintenance Date

--- CATERING & FOOD SERVICE ---
[ ] Confirmed Guest Count
[ ] Dietary Restrictions (Check all that apply) (Vegetarian, Vegan, Gluten-Free, Dairy-Free, Nut Allergy, Other (Specify))
[ ] Specific Dietary Requirements/Allergies (Details)
[ ] Menu Selection Confirmation (Confirmed - Standard Menu, Confirmed - Customized Menu, Pending Approval)
[ ] Scheduled Food Delivery/Service Time
[ ] Final Food Service Time Confirmation
[ ] Beverage Service Type (Full Bar, Limited Bar, Non-Alcoholic Only)
[ ] Notes on food presentation and set-up requirements.

--- GUEST ARRIVAL & REGISTRATION ---
[ ] Number of Early Arrivals
[ ] Check-in Speed (Estimate) (Very Slow, Slow, Average, Fast, Very Fast)
[ ] Guest Comments/Special Requests Noted
[ ] Room Key Distribution Method (Physical Keys, Mobile Key, Other)
[ ] Date of Arrival
[ ] Time of Arrival
[ ] Guest Assistance Needed (Check all that apply) (Wheelchair Assistance, Luggage Assistance, Directions, Other)

--- EVENT EXECUTION & MANAGEMENT ---
[ ] Scheduled Start Time
[ ] Actual Attendance vs. Expected Attendance
[ ] AV Technician Presence? (Yes, No)
[ ] Issues Encountered During Event? (Audio Issues, Catering Delays, Venue Temperature, Technical Glitches, Other)
[ ] Details of 'Other' Issue (if selected)
[ ] Actual Event End Time
[ ] Summary of Event Flow & Observations

--- POST-EVENT CLEAN-UP & INSPECTION ---
[ ] Room Damage Assessment Score (1-5)
[ ] Trash and Recycling Bins Status (Empty & Clean, Partially Full, Overflowing, Not Present)
[ ] Detailed Notes on any Damage or Issues
[ ] Date of Final Inspection
[ ] Time of Final Inspection
[ ] Overall Cleanliness Rating (Excellent, Good, Fair, Poor) (Excellent, Good, Fair, Poor)
[ ] Photos of Post-Event Condition (Optional)

--- GUEST SATISFACTION & FEEDBACK ---
[ ] Overall Satisfaction (1-10)
[ ] Staff Friendliness (Excellent, Good, Average, Fair, Poor)
[ ] Room Cleanliness (Excellent, Good, Average, Fair, Poor)
[ ] What did you enjoy most about your experience?
[ ] What could we have done better?
[ ] Would you recommend our hotel to others? (Yes, No)
[ ] Optional: Upload any photos related to your experience (e.g., room, venue)

--- SAFETY & SECURITY ---
[ ] Emergency Exit Routes Clearly Marked? (Yes, No, N/A)
[ ] Number of Security Personnel Present
[ ] Fire Extinguishers Inspected and Current? (Yes, No, N/A)
[ ] Security Risks Assessed (Select all that apply) (Crowd Control, Theft, Fire Hazard, Medical Emergency, External Threats)
[ ] Last Security Personnel Training Date
[ ] Location of First Aid Kit
[ ] Any Security Incidents Reported?

--- HOTEL STAFF TRAINING & BRIEFING ---
[ ] Briefing Summary Review
[ ] Understanding of Event Flow (Fully Understand, Partially Understand, Need Further Clarification)
[ ] Number of Event Attendees Confirmed
[ ] Key Event Contacts & Responsibilities (Event Planner, Catering Manager, Security Personnel, Audio-Visual Technician)
[ ] Date of Last Safety Training
[ ] Scheduled Break Times During Event
[ ] Familiarity with Emergency Procedures (Fully Familiar, Partially Familiar, Not Familiar)

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