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location_questionaire.md

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Location Questionnaire

Questions to be asked when meeting with people from the venue.

Space

  • Who will be the venue's liaison to contact if any questions/problems arise during the event? What is their contact information? Will they be on-site?
  • Which rooms/spaces are available, from when to when?
  • What is available in terms of tables, chairs, stage elements? Can we and may be freely move and reconfigure these?
  • Can the location also be used for evening events / after-party?
  • What is a suitable space, if any, to put children and a babysitter?
  • What needs to be taken care of before vacating the place? (putting furniture back, cleaning, securing/locking things, ...)
  • Capacity?

Accessibility

  • Is the venue wheelchair accessible?
  • Are there wheelchair accessible toilets?
  • Are there a portable ramp for e.g. accessing stage or other smaller areas?

Security

  • What arrangements need to be made regarding picking up/dropping off keys?
  • Are there rooms/areas that must be kept off-limits?
  • Are there any special arrangements to make regarding security?

Equipment

  • Can the venue provide WIFI? Are they able to handle a few hundred simultaneously connected devices? Who can we talk to about the network setup?
  • Does the venue offer A/V equipment (projecter, microphone, speakers), or do they have a recommended partner company?
  • Is there adequate power supply for A/V, lights, attendees charging devices, etc? How many power plugs are available and how are they distributed?
  • Are there extension cords/connectors that we can use?
  • Is there a possibility to air condition on hot days?
  • Anything not-completely-obvious to know about using their equipment?

Parking

  • Is there parking space we can recommend to attendees?
  • Is there parking space that can be dedicated for the organization?

Catering

  • Does the venue provide catering?
  • Are we free to let third parties provide catering?
  • Can the caterer accommodate special dietary requests, e.g. food allergies? Or do they prefer we arrange for those meals separately?
  • Are things like plates, cutlery, tables available?
  • Is there a dishwasher?

Drinks

  • Does the venue provide the ability to order drinks?
  • When do drinks need to be ordered? Can unfinished inventory be returned?
  • Are we free to work with third parties for drinks?
  • Do they offer bar service?
  • Are we allowed to provide our own bar staff?
  • Are there fridges, taps, bar furniture available?

Cleanup

  • Where are trash receptacles?
  • Where are compost/trash/recycle bags located?
  • Where should filled compost/trash/recycle bags be put?
  • Do they have any specific cleanup/composting requirements?
  • Is there a professional cleaning service after the event? Is it included in the price?