Wave checklist for booking venues in Oxfordshire and the Cotswolds

Here’s a practical Wave Staffing, reusable checklist you can take on a site visit to any event space.

1. Basics and first impressions

Travel: Distance from key locations, public transport options, taxi access.
Parking: On‑site/nearby parking, charges, EV points, loading access.
Entrance: Signage, kerb appeal, step‑free options, queue space.
Guest flow: Natural routes between reception, main room, bar, catering, toilets, smoking area, outdoor space.
Emergency exits: Number, visibility, and whether routes are clear and well lit.

Stated capacities for different layouts (theatre, cabaret, boardroom, reception, dining).
Room dimensions, ceiling height, pillars or obstructions that affect sightlines.
Space for: stage, dance floor, DJ/band, registration, cloakroom (rails and hangars) , sponsor areas, green room/VIP.
Breakout rooms: Number, size, proximity to main space, soundproofing.
Flexibility: How quickly and easily the venue can flip layouts during the event.

Step‑free access from arrival to all key areas (event spaces, toilets, catering).
Lifts: Size, speed, and location relative to event areas.
Accessible toilets: Location, number, condition.
Seating options for guests who may not be able to stand for long periods.
Heating/air‑con: How it’s controlled, coverage, noise.
Natural light and blackout options if needed for AV.

In‑house AV: Screens, projectors, sound system, microphones, lectern, staging.
AV quality: Fixed vs temporary ( talk to our friends at That Event Company) , age/condition, recent upgrades, tech support on site.
Power: Number and location of sockets, three‑phase power availability, outdoor supply if relevant.
Wi‑Fi: Bandwidth, guest network, cost, dead spots, ability to prioritise event traffic.
Control positions: Where tech ops can sit, access to stage, cable routing options.
Noise: Restrictions on amplified music, curfew times, sound leakage to/from neighbouring spaces.

In‑house vs preferred/external caterers; any restrictions or commission.
Kitchen: On‑site or off‑site, capacity for your numbers and service style.
Menu flexibility: Dietary needs, cultural requirements, children’s menus.
Service style: Can they support plated, sharing, stations, canapés, or tasting menus as per your brief?
Bar: Licensing hours, range, pricing, corkage fees, cash/card options, dry hire policies.
Back‑of‑house routes for staff to move without disturbing guests.

Venue staffing levels included (duty manager, waiting/bar staff, cleaners, security).
Experience with similar events, VIP/HNWI or corporate if relevant.
Security: In‑house, preferred suppliers, bag checks, guest list management options.
Cleaning: Pre‑event, during, and post‑event arrangements.
Cloakroom: Size, staffing, ticketing system.
Lost property and incident reporting procedures.

Risk assessments and method statements requirements for suppliers.
Fire safety: Alarms, extinguishers, evacuation plan, assembly points.
Venue’s public liability insurance (and level of cover).
Any works or construction planned around your event date.
Noise, licensing or local authority restrictions that may affect your programme.

What’s included in the hire: furniture, linen, basic AV, in house staff, cleaning, security, cloakroom.
Line‑by‑line check of extras: overtime, early access, late finish, power, corkage, AV packages, service charges.
Payment terms: Deposit, schedule, cancellation and attrition policies.
Preferred/approved supplier list and any additional fees if you use your own.
Flexibility on dates, numbers and layout changes.

Take photos and short videos of every relevant area from guest eye‑level.
Sketch a simple floor plan with rough measurements and key features.
Note anything that doesn’t align with your event brief or guest profile.
Ask: “If price were identical to another venue, would I still choose this one?”
Confirm next steps: Provisional hold, revised proposal, or updates to the floor plan/quote.