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Event Planning Checklist: Hotel Function & Guest Experience Audit

Ensure flawless events with our Event Planning Checklist! This Hotel Function & Guest Experience Audit covers every detail, from room setup and catering to staff readiness and guest satisfaction. Perfect for hotels and event venues striving for exceptional service and unforgettable experiences.

This Template was installed 4 times.

Pre-Event Coordination

NaN of 10

Tasks related to initial planning and communication with the hotel.

Event Booking Confirmation Date

Contact Person at Hotel

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

Scheduled Pre-Event Meeting Time

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23:45

Venue Setup & Logistics

NaN of 10

Checks for room layout, equipment, and accessibility.

Room Capacity (Confirmed)

Room Layout Configuration

Stage/Podium Location

Setup Completion Time

Scheduled Tear-Down Start Time

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23:15
23:30
23:45

Special Setup Instructions (e.g., draping, furniture placement)

Required Furniture (Check all that apply)

Room Layout Diagram (If Available)

Audio-Visual & Technical Equipment

NaN of 10

Ensuring functionality and proper setup of all AV components.

Projector Brightness (Lumens)

Microphone Type

Scheduled AV Equipment Testing Time

0:00
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1:00
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Notes on specific AV setup requests

Needed Cables/Adapters

Speaker System Configuration

Last AV Equipment Maintenance Date

Catering & Food Service

NaN of 10

Confirmation of menu, dietary restrictions, and service quality.

Confirmed Guest Count

Dietary Restrictions (Check all that apply)

Specific Dietary Requirements/Allergies (Details)

Menu Selection Confirmation

Scheduled Food Delivery/Service Time

Final Food Service Time Confirmation

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Beverage Service Type

Notes on food presentation and set-up requirements.

Guest Arrival & Registration

NaN of 10

Smooth check-in process and guest support.

Number of Early Arrivals

Check-in Speed (Estimate)

Guest Comments/Special Requests Noted

Room Key Distribution Method

Date of Arrival

Time of Arrival

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10:45
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23:00
23:15
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Guest Assistance Needed (Check all that apply)

Event Execution & Management

NaN of 10

Monitoring the event's flow and addressing any issues.

Scheduled Start Time

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Actual Attendance vs. Expected Attendance

AV Technician Presence?

Issues Encountered During Event?

Details of 'Other' Issue (if selected)

Actual Event End Time

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23:00
23:15
23:30
23:45

Summary of Event Flow & Observations

Post-Event Clean-Up & Inspection

NaN of 10

Confirming the venue is left in the agreed-upon condition.

Room Damage Assessment Score (1-5)

Trash and Recycling Bins Status

Detailed Notes on any Damage or Issues

Date of Final Inspection

Time of Final Inspection

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23:15
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23:45

Overall Cleanliness Rating (Excellent, Good, Fair, Poor)

Photos of Post-Event Condition (Optional)

Guest Satisfaction & Feedback

NaN of 10

Collecting guest feedback and identifying areas for improvement.

Overall Satisfaction (1-10)

Staff Friendliness

Room Cleanliness

What did you enjoy most about your experience?

What could we have done better?

Would you recommend our hotel to others?

Optional: Upload any photos related to your experience (e.g., room, venue)

Safety & Security

NaN of 10

Ensuring the safety and security of all attendees and property.

Emergency Exit Routes Clearly Marked?

Number of Security Personnel Present

Fire Extinguishers Inspected and Current?

Security Risks Assessed (Select all that apply)

Last Security Personnel Training Date

Location of First Aid Kit

Any Security Incidents Reported?

Hotel Staff Training & Briefing

NaN of 10

Confirmation of staff awareness and preparedness for the event.

Briefing Summary Review

Understanding of Event Flow

Number of Event Attendees Confirmed

Key Event Contacts & Responsibilities

Date of Last Safety Training

Scheduled Break Times During Event

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Familiarity with Emergency Procedures

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