What Technical Questions Should You Ask a Venue Before Booking?

One of the large London venues we regularly work in comes equipped with a lectern, projector, and lectern microphones.

Choosing a venue to book for your event or conference is often one of the first and most important decisions an events manager will make in the planning process. Before signing on the dotted line, make sure to ask these questions to ensure your venue will meet your requirements from a technical perspective.

1. What AV equipment is included?

Find out exactly what is provided, such as:

·        Projectors or LED screens

·        TVs or monitors

·        Sound system

·        Lapel, handheld microphones or a lectern microphone

·        Mixing desk

·        Good lighting

·        Lectern

·        Comfort monitor

·        Stage

Also ask whether the equipment is included in the venue hire or charged separately. Keep in mind that in-house equipment may be present but insufficient for your event’s needs.

2. Is there an on-site AV technician and will they be present all day?

Having an technician on-site who is familiar with the venue’s systems can prevent small technical issues from becoming major disruptions. However, in-house teams are not usually equipped to handle filming.  Events production teams such as ourselves at Inclusive Digital regularly work together with in-house AV teams to run the technical logistics of events.

3. What internet connection is available?

Questions include:

·        What are the upload and download speeds?

·        Is there dedicated bandwidth for events?

Reliable internet is particularly important for hybrid events, live streaming, and interactive presentations. Your guests will also appreciate access to Wi-Fi.

4. What are the power capabilities?

Ask about:

·        Number and location of power outlets

·        Extension leads and cable management – some venues prefer cables to be run with rugs rather than tape.

5. What are the room dimensions?

Request:

·        Floor plans

·        Ceiling height

·        Stage dimensions

·        Pillar locations

·        Rigging points

·        Seating layouts

This will guide your production or staging plans.

6. Can external AV suppliers be used?

Some venues:

·        Require you to use their in-house AV team.

·        Allow external suppliers.

·        Charge "dry hire" or supplier access fees.

7. What lighting options are available?

Ask whether the venue has:

·        Adjustable house lighting

·        Stage lighting

·        Natural daylight control, such as curtains

We have additional lighting options if you require more or different lighting than the venue offers.

8. What access is available for equipment?

Ask about:

·        Loading bays

·        Lift sizes, and availability of a goods lift

·        Vehicle access and parking options

·        Storage areas for empty equipment cases

·        Set-up and breakdown windows

9. Are there backup systems?

Ask whether the venue has:

·        Backup internet

·        Emergency power

·        Spare microphones

·        Backup projectors

·        Redundant audio systems

10. What restrictions should we know about?

Examples include:

·        Rigging restrictions

·        Decor limitations

·        Health and safety requirements, such as keeping certain paths clear for fire safety

11. What contingency plans are in place?

Ask how the venue handles:

·        Equipment failures

·        Internet outages

·        Power interruptions

·        Emergency evacuations

A venue with clear contingency procedures is generally better prepared to keep your event running smoothly.

Our team has visited many venues all over the country. Speak to a member of our time for venue recommendations:

Email

inclusive@inclusivenetwork.com

Phone
020 8050 1419