Event Planning Checklist: Hotel Function & Guest Experience Audit

EVENT PLANNING CHECKLIST: HOTEL FUNCTION & GUEST EXPERIENCE AUDIT Created by ChecklistGuro (https://checklistguro.com) --- 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) --- END OF TEMPLATE --- Transform this text into a digital, automated, and trackable mobile app! Visit: https://checklistguro.com/templates/hospitality/event-planning-checklist-hotel-function-guest-experience-audit (Click "Install Template" to launch your digital inspection tool immediately)