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 1 times.
Pre-Event Coordination
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
Venue Setup & Logistics
Checks for room layout, equipment, and accessibility.
Room Capacity (Confirmed)
Room Layout Configuration
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)
Room Layout Diagram (If Available)
Audio-Visual & Technical Equipment
Ensuring functionality and proper setup of all AV components.
Projector Brightness (Lumens)
Microphone Type
Scheduled AV Equipment Testing Time
Notes on specific AV setup requests
Needed Cables/Adapters
Speaker System Configuration
Last AV Equipment Maintenance Date
Catering & Food Service
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
Beverage Service Type
Notes on food presentation and set-up requirements.
Guest Arrival & Registration
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
Guest Assistance Needed (Check all that apply)
Event Execution & Management
Monitoring the event's flow and addressing any issues.
Scheduled Start Time
Actual Attendance vs. Expected Attendance
AV Technician Presence?
Issues Encountered During Event?
Details of 'Other' Issue (if selected)
Actual Event End Time
Summary of Event Flow & Observations
Post-Event Clean-Up & Inspection
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
Overall Cleanliness Rating (Excellent, Good, Fair, Poor)
Photos of Post-Event Condition (Optional)
Guest Satisfaction & Feedback
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
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
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
Familiarity with Emergency Procedures
Hospitality Management Solution Screen Recording
Running a hotel, restaurant, or other hospitality business can be challenging! This screen recording demonstrates how ChecklistGuro's hospitality management solution can streamline your operations and improve guest satisfaction. We'll walk you through: #bookingmanagement #guestprofile #taskmanagement #maintenance #safety
Related Checklist Templates
Hotel Emergency Preparedness Checklist
Theme Park Safety Inspection Checklist
Hotel Departure Checklist Template
Restaurant Food Safety Checklist Template
Hotel Fire Safety Checklist Template
Hotel Guest Arrival Checklist Template
Brewery Cleaning and Sanitation Checklist
Cruise Ship Cabin Housekeeping Checklist
Hotel Front Desk Opening Checklist
Event Setup Checklist Template
We can do it Together
Need help with Checklists?
Have a question? We're here to help. Please submit your inquiry, and we'll respond promptly.