Planning guide. Use these questions to shape the brief before comparing venues, suppliers and programme options. Availability, pricing and permissions are confirmed for the chosen event.
Start with what the event needs.
A hotel or resort, a private venue, or an outdoor setting? Compare how the whole event would work in each—not just the photograph.
A hotel or a separate venue?
Ask whether guests can stay where the event takes place, which facilities are included and whether other guests will share the space. For a separate venue, build transfers and supplier access into the plan.
What is the outdoor alternative?
Ask for a usable indoor backup, not simply a promise to move something. Confirm the layout, capacity, sound arrangements and decision deadline for switching spaces.
Where does the rest of the programme happen?
A welcome dinner or guest outing needs its own headcount, dietary and accessibility checks, transport plan and booking terms. Keep enough time between activities.
Compare the format before the shortlist.
Compare the setting, access, guest journey and wet-weather alternative before choosing the right format for your event.
| Format | Questions to resolve |
|---|---|
| Hotel or resort | Check event-room access, accommodation arrangements, supplier rules and an indoor alternative. |
| Private venue or villa | Check permitted event use, parking, loading access, power, toilets and the approved guest layout. |
| Beachfront or outdoor setting | Confirm who can authorise the proposed use, practical access, operating conditions and the backup plan. |
Think about the stay around it.
Compare accommodation with the event schedule: arrival, check-in, venue access and the journey back. Ask about group arrangements and the needs of your actual guests before treating a hotel as the right choice.
A dinner is part of the programme.
A welcome dinner needs more than a restaurant recommendation. Confirm group seating, privacy, dietary requirements, accessibility, timings and any transport between venues.
Activities should fit the group.
Attractions, excursions and outdoor settings can be considered for the time around the event. Confirm group suitability, operator responsibilities, access and booking conditions. Do not assume an attraction can also host a private event.
Before you commit to a venue.
- Get the capacity for your actual layout, not an unspecific maximum.
- Confirm what is included and what needs a separate supplier.
- Review access, setup, rehearsal and breakdown arrangements.
- Check accessibility and the needs of your guests and crew.
- Agree the usable backup plan and relevant permissions.
- Confirm current availability, price, booking terms and the contracting party.
These prompts are planning guidance, not legal, safety or venue-specific approval.