The Ballroom Checklist: Twelve Things to Confirm Before You Book

Most event problems in hotels were visible at the site visit if you knew what to look for. This is the list we work through before we design anything.

The twelve

1. Real capacity. Ask for the seated, banquet-round and standing capacity of the layout you want, including a stage and dance floor.
2. Ceiling height. It decides what lighting, drapery and trussing you can use.
3. Rigging points. Where can lights and décor be hung, and what weight is allowed?
4. Power. Available supply for sound, lighting and LED, and whether you may bring a generator.
5. Load-in route. Door and lift sizes, floor loading, loading dock and the time allowed.
6. Sound limits. Volume rules, curfews and neighbouring rooms.
7. Flame and fog. Are candles, sparklers, fire shows or haze allowed?
8. Outside suppliers. Are they allowed, with what insurance, and is there a fee?
9. Catering rules. Minimum spend, menus, outside food and service charges.
10. Timings. Access before the event, the latest finish and the clear-down window.
11. Back-of-house. Holding rooms for talent, a media area, a green room.
12. The contract. Cancellation, rescheduling and what happens if the room is double-booked.

How to use it

Send the list to the events manager before the visit, so you get answers in writing. A venue that answers clearly is usually one that runs well on the day.

We use this checklist on every Ras Al Khaimah project. See corporate events and gala dinners for how we run them.

FAQs

Who should attend the site visit?

The host, the person responsible for production and, ideally, your caterer or the hotel's banqueting manager.

Can I get the hotel to waive its minimum spend?

Sometimes, outside peak weeks. It is always worth asking.

Do I need a floor plan?

Yes. Ask for a scaled plan and mark the stage, dance floor and exits.

What is the biggest mistake?

Booking on capacity alone without checking load-in and rigging.