Why a consistent evidence sheet beats a good memory
A site visit produces three kinds of information: what you observed, what staff told you, and what nobody answered. Most post-visit notes blend them. A month later you cannot remember whether the load-in door was 1.2 m wide or whether someone said it was. That distinction matters when you are choosing between two venues that both look good.
The sheet below asks you to record facts separately. Observed means you saw or measured it. Stated means a staff member said it. Open means nobody knew or you did not ask. Keep the three columns distinct during the visit, not afterwards.
The questions that change the decision, not just the tour
Ask about access first, because it is the hardest thing to fix later. For a Greek venue, that includes the route from the street or parking, lift dimensions if relevant, and whether step-free access reaches the actual event room rather than only the lobby. The city of Athens accessibility project separates mobility and visual-impairment itineraries and provides route-specific information, so it is a useful cross-check when a venue is in central Athens. See the Accessible Athens official routes.
Then ask about setup and load-in. What time can suppliers arrive? Is there a service lift or only a passenger one? Where do empty crates and cases go during the event? For a corporate event with AV, staging or registration desks, load-in timing often decides whether the day runs calmly.
For service, ask who is on site during your event: venue staff, your caterer, or both. Ask where the catering kitchen is and whether it is inside the building. Ask what the venue provides and what you must bring. Get the answer in writing later, because verbal answers change hands.
Weather backup is the question people skip in Greece. If part of your event is outdoors, ask which indoor or covered space is held as backup, how the decision is made, and by when. Do not assume a terrace booking includes a backup room.
Finally, costs. Ask for a written quote that lists what is included and what is charged separately. Do not accept a single total number without a breakdown. For any amount, ask what it applies to and whether tax is included or added as quoted. Terms depend on the particular written quote, so read the wording rather than assuming a standard practice.
The reusable scored shortlist worksheet
Use one copy per venue. Score each row from 1 to 5 after the visit, and write the evidence type next to every score. A high score with an open question is a warning, not a result.
| Criterion | What to record | Evidence type | Score 1-5 |
|---|---|---|---|
| Step-free route to the event room | Route from street or parking to the room door | Observed / Stated / Open | |
| Load-in access and timing | Door widths, lift type, supplier arrival window | Observed / Stated / Open | |
| Capacity fit for your format | Seated, standing or mixed layout you actually need | Observed / Stated / Open | |
| Service model | Who is on site, kitchen location, what is provided | Observed / Stated / Open | |
| Weather backup | Named backup space and decision deadline | Observed / Stated / Open | |
| Cost clarity | Written quote with inclusions and separate charges | Observed / Stated / Open | |
| Accessibility beyond the entrance | Accessible WC, hearing loop, lighting control | Observed / Stated / Open | |
| Noise and neighbouring rooms | What else is happening in the building that day | Observed / Stated / Open | |
| Power and rigging limits | Available power, rigging points, restrictions | Observed / Stated / Open | |
| Cancellation and change terms | Written terms, not a verbal summary | Observed / Stated / Open |
Add a notes column for anything that does not fit.
What to do when the answers are unclear
An open question is not a failure. It is a task. Write it down, send it to the venue in one email, and ask for a written reply. If a venue will not put key terms in writing, that is useful information about how the event might run.
If two venues score similarly, compare the open questions rather than the scores. The venue with fewer unknowns is often the safer choice, even if it scored slightly lower on style or view.
One honest tradeoff: a venue that answers everything slowly may still be the better room, while a fast, charming answer can hide a missing backup space. Speed is not the same as clarity.
Adapt the same sheet to different event types
The sheet works for a corporate dinner, a graduation celebration, or a supplier briefing because the categories stay the same. The weights change. For a formal seated dinner, capacity fit and service model matter most. For a standing reception, load-in and weather backup move up. For a ceremony with guests who have mobility needs, the step-free route and accessible facilities become the first filter, not a later detail.
The worksheet does not need to be rewritten, only reweighted.
Our event spaces collection is a starting point for finding rooms to visit, but it is not a substitute for the visit itself. Availability, capacity and suitability are confirmed by the venue, not by a listing.
Send the same brief before every visit
Before you visit, send each venue the same short brief: event type, approximate guest count, date or season, preferred layout, load-in needs, accessibility requirements, and whether any part of the event is outdoors. Ask for availability and a written quote together, so you are comparing the same package.
After the visit, send the same follow-up questions to every venue, in the same order. That way the replies sit side by side and the comparison is about the venue, not about how you asked.
When you contact venues, include: your event type and date or season, approximate guest count, preferred layout, load-in and AV needs, accessibility requirements, whether you need outdoor space and a backup, and a request for a written quote that separates included items from separate charges and states what tax applies. That single message gives every venue the same chance to answer clearly, and gives you a shortlist you can actually compare.
Two useful next steps: Ask about the whole accessible route, not one ramp and Conference capacity: ask for the layout, not just the number.
Planning questions
How should I record and compare what I observe, what staff tell me, and what nobody answers across venues?
Keep one evidence sheet per venue and mark every entry as Observed, Stated or Open during the visit. Then compare the open questions between venues rather than the scores, since fewer unknowns is often the safer choice.
Which questions should I ask about weather backup at a Greek venue when part of the event is outdoors?
Ask which indoor or covered space is held as backup, who makes the weather decision and by when. Confirm whether that space is included in the quote and whether its layout supports the same guest count and programme.