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venue set up

Pre-Event Preparation

Confirm event details with the client (date, time, expected number of attendees, room layout preferences, AV requirements, etc.)

Review event contract and any special instructions

Coordinate with other departments (catering, AV, housekeeping, etc.) to ensure smooth execution of the event

Assign staff members to the set-up team

Prepare necessary equipment and supplies (tables, chairs, linens, signage, decorations, etc.)

Room Layout and Set Up

Measure the event space and plan the room layout accordingly

Set up tables and chairs according to the desired arrangement (classroom, theater, banquet, U-shape, etc.)

Ensure proper spacing between tables and chairs for comfort and accessibility

Install tablecloths, chair covers, and any additional linens

Prepare and position podium, lectern, or stage if required

Set up AV equipment (projectors, screens, microphones, speakers, etc.) and test for functionality

Install any requested decorations or signage

Food and Beverage Setup

Coordinate with the catering team to determine the food and beverage requirements

Set up the designated area for food and refreshments (buffet, bar, coffee station, etc.)

Arrange tables for food display and serving stations

Ensure proper heating or cooling equipment is in place

Set up necessary utensils, plates, glasses, napkins, and condiments

Test the functionality of any food service equipment

Miscellaneous

Ensure adequate lighting and adjust as needed

Set up registration or check-in area, if applicable

Arrange and test any additional requested technology or equipment (Wi-Fi, charging stations, etc.)

Place appropriate signage to guide attendees to the event space

Ensure cleanliness and tidiness of the venue and surrounding areas

Perform a final walkthrough to double-check all set-up details

On-Site Support

Assign staff members to be present during the event for assistance and troubleshooting

Provide contact information for on-site support personnel to the event organizer

Conduct regular check-ins during the event to address any issues or additional needs

Offer assistance with AV equipment, room temperature adjustments, or any other on-site requirements

Ensure post-event tear-down and clean-up is coordinated and executed efficiently.

Monitor the event for potential safety or security concerns

Gather feedback from the event organizer and attendees

Ensure all event materials are packed away and stored properly

Collect and store all rental items for return

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