Start with a real question
“A flexible setting” does not tell a planner whether 85 guests can have dinner, speeches and a silent auction in the same room. Write the answer you would give on a tour: how the tables fit, where the stage goes and what else needs space.
Describe each room and shared area
List the rooms, terrace, kitchen, loading area and other places an event might use. Explain which areas are shared and what happens if two events run at once.
For each seating arrangement, note the guest count, furniture and space needed for a stage, food service or dancing. Include how long it takes to change the room between events.
Follow the guests and suppliers
Walk from parking or transit to the event room. Check step-free routes, lifts, restrooms and after-hours access. Then take the route a caterer uses for deliveries. Write down anything they would need to know before arriving.
Explain rates and what is included
List room hire, minimum spends, equipment, staffing and setup time. Say when the price changes and which details need a quote. Check the questions that often get missed:
- Can customers bring a caterer or food truck?
- Who provides the bar and bartender?
- Is cooking or reheating allowed? Is kitchen space available?
- Who handles cleanup, and is it included?
- How are coffee and tea arranged?
Choose who can see the answer
Food and music rules help people considering your venue. Arrival instructions help booked planners. Staff preparation notes may belong only with your team. Keep passwords and unnecessary personal information out of venue notes.
Keep the answers current
Look through recent inquiries for questions you have not answered yet. Give someone responsibility for checking each gap. Review the details when equipment, hours or house rules change.