Venues
Free checklistVenue handover checklist
Updated
Pass a confirmed booking from the sales team to the operations team without losing anything the client was promised.
When to use it: Use it as soon as the contract is signed and the deposit is paid.
Booking details
Plan for the day
Handover
Free to use and adapt for your own events. Check it against your venue’s rules and the laws where your event takes place.
How to hand over a venue booking from sales to operations
The client spent weeks talking to your sales team. On the day they meet someone new, who needs to know everything they were promised, including the things that never made it into the contract.
This checklist is for the handover meeting between the two. Do it once, properly, as soon as the booking is confirmed.
Step by step
Hold the handover early
As soon as the contract is signed and the deposit is paid, not the week before the event.
Go through the emails, not just the contract
Ask the salesperson to forward every email thread with the client. Small promises live there.
Introduce the new contact in writing
One email from the salesperson to the client, introducing the person who will run the event.
Mistakes to avoid
- Handing over the contract and nothing else.
- Two people at the venue answering the client’s questions after handover.
- Not checking outside suppliers’ insurance until they arrive.
Common questions
What is a venue handover?
The point where the sales team passes a confirmed booking to the people who will deliver it. Everything the client was told or promised has to go across, not just the contract.
When should the handover happen?
As soon as the contract is signed and the deposit is paid. Leaving it until the week before gives operations no time to fix what doesn’t fit.
Who should be at a handover meeting?
The salesperson, the event or operations manager who will run the day, and someone from catering if food is involved. Thirty minutes is usually enough.