Free Venue Checklist Template
A venue checklist covers the venue booking steps, planning checks, final numbers, event-day verification, and post-event wrap-up in one board.
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The room fills up, the schedule tightens, and suddenly one missing detail can turn into the thing everyone blames later. The venue checklist runs the work in one place, so power, access, rentals, and load-in don’t live in someone’s memory or a buried email thread. The board uses brass-gold accents with Zilla Slab headings and Roboto body text, so the steps read like a stamped call sheet rather than a mood board.
The columns move in the same order the job does, from Date booked through After the day, and each card names a specific check that has to get done. Planning covers the site walk-through, room measurements, circuit notes, and the rental inventory, then the board tightens up around the guest count, seating layout, delivery and teardown timing, and a full power check tied to the AV plan. On the day, the cards keep eyes on access paths, counts, sound check, and venue reset, so the last hour doesn’t turn into “wait, who confirmed that?”
- Date booked Cards cover the booking confirmation, retainer collection, rental terms, and the first access and load-in window notes.
- Planning Cards track the site walk-through, room measurements, power locations, rental quantities, and early load-in and parking plans.
- Final numbers Cards lock the guest count and seating layout, confirm the pull list, schedule delivery and teardown timing, and run the final power check.
- Event day Cards follow load-in access, rental staging and counts, sound check, time and sound limits, and the venue reset plan.
- After the day Cards cover strike and load-out, damage checks and counts, venue handover, and final reconciliation and payment follow-up.
Inside Plutio, the template becomes a project board with 23 cards you can assign in tasks to whoever’s handling the venue & rentals side. The board carries the order of work rather than a calendar, which means you’ll add your own dates and owners before the handoff.
We went from spending hours on every proposal to creating fully customized ones in under 5 minutes. That's not an exaggeration - we timed it.
What is on this board
5 columns carrying 23 cards. Adding it builds the whole thing as a project in your workspace, with every column and card in place.
| Column | What is in it |
|---|---|
Date booked | The Date booked column holds the early cards around confirming the booking, collecting the retainer, and getting the first access window on record.
|
Planning | The Planning column covers the site walk-through, room measurements, power circuits, and the rental inventory and load-in plan that follow from them.
|
Final numbers | The Final numbers column tightens up the guest count and seating layout, then runs through delivery, teardown, and a full power check tied to the AV plan.
|
Event day | The Event day column focuses on access paths, rental counts on the floor, AV and sound check, and the limits that matter once doors open.
|
After the day | The After the day column finishes the job with strike, damage checks, venue reset and handover, plus the reconciliation and final payment request.
|
What happens when you install it
- A project is created with its board, 5 columns and 23 cards already there.
- Nothing carries a due date, because a board holds the order the work runs in rather than a calendar. The dates go on once you know when the job starts.
- Every card opens as a task with its own description, assignee, dates, subtasks and files, and columns are renamed, reordered or deleted like any other.
Who it is for
Event planners, venue managers, rental coordinators, and production leads who need a shared run-of-show for the space, access, power, and equipment rental details.
Questions about this project template
What should a venue checklist include?
A venue checklist usually covers booking and access details, a planning pass for the space and power, the final guest count and seating layout, event-day verification, and post-event wrap-up. This board follows that flow from Date booked through After the day.
How do you check venue power for AV and sound?
A practical venue power check starts with mapping power locations and noting circuits, then running a full power check against the AV plan once the layout is set. The board includes both steps, so early notes don’t get lost before final numbers.
What details should you confirm for vendor load-in and truck parking?
Load-in planning needs access paths, load-in windows, and a truck parking plan that vendors can actually follow. The Planning and Event day columns keep those checks visible as the space gets busy.
How do you track what’s included with the venue versus what must be rented?
A venue and rentals check works best when the included items and the rental pull list live side by side with quantities and condition notes. The Planning and Final numbers columns include rental inventory, quantities, and a pull list check.
When should final guest count and seating layout be locked?
Final numbers usually get locked once the deadline is set and shared, because the seating layout drives rentals, delivery timing, and labor. The Final numbers column ties the guest count and layout to the delivery, teardown, and day-of steps that depend on them.
What happens after an event for rentals and venue handover?
Post-event work includes supervising strike, inspecting rentals for damage and confirming counts, resetting the venue, and confirming handover. The After the day column keeps those tasks together with the reconciliation and final payment follow-up.
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