Checklist template

Banquet and event setup for hotels

A ready-to-use checklist with 112 items in 6 sections, covering Event order review, Room setup, Audio-visual, Food and beverage, Service, Teardown. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 112 Items
  • 96 Yes / No checks
  • 6 Scored ratings
  • 126 Points

Use this template How audits work

1. Event order review 18 items

  1. Name of the event and the room inspected Short text
  2. Guaranteed number of guests on the banquet event order Number
  3. The banquet event order for this event is the latest revision, with the revision date shown Yes / No 1 pt
  4. The client's signature or written approval is on file for the banquet event order Yes / No 1 pt
  5. The final guarantee was received by the deadline set in the contract Yes / No 1 pt
  6. The banquet event order was reviewed at the weekly or daily event meeting with the kitchen, banquets, audio-visual and engineering Yes / No 1 pt
  7. A copy of the banquet event order is posted in the banquet kitchen Yes / No 1 pt
  8. The banquet captain carries a copy of the banquet event order with the timeline marked Yes / No 1 pt
  9. The room diagram attached to the banquet event order shows the table count, the stage, the bars and the buffets Yes / No 1 pt
  10. Changes made after the last revision are written on every posted copy and initialed Yes / No 1 pt
  11. Special meals (vegetarian, allergen-free, kosher, halal) are listed by number and, where known, by guest name Yes / No 1 pt
  12. The name and mobile number of the client's on-site contact are on the banquet event order Yes / No 1 pt
  13. The set-by time and the doors-open time are stated on the banquet event order Yes / No 1 pt
  14. The staffing sheet shows the number of servers and bartenders the event order calls for Yes / No 1 pt
  15. Rental items or outside vendors (florist, decorator, band) are listed with their arrival times Yes / No 1 pt
  16. The event booked before this one in the same room ends early enough for the turn time the setup needs Yes / No 1 pt
  17. The billing instructions (master account, cash bar, deposit received) are stated on the banquet event order Yes / No 1 pt
  18. Completeness of the banquet event order Rating
    • Complete, current and signed 5 pts
    • Current but details missing 3 pts
    • Outdated or unsigned 1 pt

2. Room setup 22 items

  1. The room was fully set by the set-by time on the banquet event order Yes / No 1 pt
  2. The seating style (rounds, classroom, theater, U-shape) matches the diagram Yes / No 1 pt
  3. The number of tables and chairs matches the guarantee plus the overset the contract allows Yes / No 1 pt
  4. Tables are aligned in straight or staggered rows as drawn, with equal spacing between them Yes / No 1 pt
  5. Aisles to every exit are kept at the width the posted room capacity plan requires Yes / No 1 pt
  6. The number of guests set does not exceed the capacity posted for the room in that seating style Yes / No 1 pt
  7. Table linens are pressed, free of stains and holes, and hang evenly on all sides Yes / No 1 pt
  8. Chairs are of one matching style, with clean seats and no wobble Yes / No 1 pt
  9. Each place setting matches the menu: the right number of forks, knives, spoons and glasses Yes / No 1 pt
  10. Glassware and cutlery are free of water spots and lipstick when held to the light Yes / No 1 pt
  11. Napkins are folded in one style and placed consistently Yes / No 1 pt
  12. Centerpieces, table numbers and menu cards are placed as the event order states Yes / No 1 pt
  13. The head table, the stage or the podium is in the position shown on the diagram Yes / No 1 pt
  14. Stage sections are locked together and skirted Yes / No 1 pt
  15. The stage has steps with a handrail Yes / No 1 pt
  16. The registration table, the coat rack and the easels are placed outside the room as ordered Yes / No 1 pt
  17. Movable walls are fully closed and sealed, with no gap letting in sound from the next room Yes / No 1 pt
  18. The room temperature was set before guest arrival and feels comfortable with the lights on Yes / No 1 pt
  19. Meeting sets have pads, pens, water and glasses at each seat or at the stations ordered Yes / No 1 pt
  20. Minutes before the doors-open time that the room was fully set Number
  21. Seats set in the room Number
  22. Match between the room and the diagram Rating
    • Exactly as drawn 5 pts
    • Minor differences 3 pts
    • Wrong style, count or layout 1 pt

3. Audio-visual 17 items

  1. Each audio-visual item on the event order (projector, screen, microphones, speakers, flip charts) is in the room Yes / No 1 pt
  2. The projector or display shows a focused, squared image that fills the screen Yes / No 1 pt
  3. The screen is visible from the back row and from the side seats Yes / No 1 pt
  4. The connection the presenter needs (HDMI, USB-C adapter, wireless) is at the podium and was tested with a laptop Yes / No 1 pt
  5. Every microphone was tested for sound at the podium and around the room, with no feedback Yes / No 1 pt
  6. Wireless microphones have fresh batteries, with spares at the technician's table Yes / No 1 pt
  7. Speakers were tested at the volume the event needs, and the back of the room can hear clearly Yes / No 1 pt
  8. The presenter's remote or clicker works from the stage Yes / No 1 pt
  9. Cables that cross walkways are taped down or covered with a cable ramp Yes / No 1 pt
  10. Power strips are provided where ordered and are not chained one into another Yes / No 1 pt
  11. The room lighting presets were tested, and the captain knows how to dim the lights for the presentation Yes / No 1 pt
  12. The Wi-Fi network name and password for the event are printed for the client Yes / No 1 pt
  13. Music or video supplied by the client was played through once before the doors opened Yes / No 1 pt
  14. A technician or a trained banquet employee is named for the event and can be reached by radio Yes / No 1 pt
  15. The projector cart or stand is skirted or tidy, with no equipment cases left in guest view Yes / No 1 pt
  16. Name of the audio-visual technician or supplier assigned Short text
  17. Audio-visual readiness at doors-open Rating
    • Tested and working 5 pts
    • Working after last-minute fixes 3 pts
    • Not working or missing 1 pt

4. Food and beverage 18 items

  1. The menu prepared by the kitchen matches the menu on the latest banquet event order Yes / No 1 pt
  2. The quantity prepared covers the guarantee plus the overage percentage stated in the contract Yes / No 1 pt
  3. Special meals are plated, covered and tagged with the table or guest name Yes / No 1 pt
  4. Plated meals leave the kitchen covered and reach the room in hot boxes or on covered carts Yes / No 1 pt
  5. Hot food measured at the buffet or the plating line is at 135°F (57°C) or above, or at the higher temperature local regulation requires Yes / No 1 pt
  6. Cold food measured at the buffet is at 41°F (5°C) or below Yes / No 1 pt
  7. Buffets are double-sided or duplicated when the guest count exceeds the number per line set by company standard Yes / No 1 pt
  8. Every buffet dish has a label, and allergens are identified on the label or on a card Yes / No 1 pt
  9. Chafing dishes are full and lit, each with its own serving utensil Yes / No 1 pt
  10. Coffee break stations are fully set ahead of the scheduled break, by the lead time the banquet standard sets Yes / No 1 pt
  11. Coffee, decaffeinated coffee and hot water urns are labeled Yes / No 1 pt
  12. Bars are set with the brands, mixers, garnishes and glassware stated on the event order Yes / No 1 pt
  13. Each bar has ice, a spill mat and a waste bin out of guest view Yes / No 1 pt
  14. Bartenders check identification as required by local regulation and company policy Yes / No 1 pt
  15. Opening stock at each bar was counted and recorded before service Yes / No 1 pt
  16. Food displayed on a buffet is discarded at the end of service and is not returned to the kitchen for reuse Yes / No 1 pt
  17. Temperature of a hot dish measured at service (°F or °C) Number
  18. Food presentation at the start of service Rating
    • Matches the menu and looks fresh and full 5 pts
    • Correct but plain or partly filled 3 pts
    • Wrong items or poor presentation 1 pt

5. Service 17 items

  1. A pre-shift briefing covered the menu, the timeline, the special meals and the VIP tables Yes / No 1 pt
  2. Servers are assigned to stations, and each can name the tables in their station Yes / No 1 pt
  3. Servers and bartenders wear the complete banquet uniform with a name tag Yes / No 1 pt
  4. The banquet captain greeted the client's contact before the doors opened Yes / No 1 pt
  5. The doors opened at the time stated on the event order Yes / No 1 pt
  6. Water was poured and bread was set before guests sat down, where the event order calls for it Yes / No 1 pt
  7. Courses were served on the timeline, with the head table or VIP tables first Yes / No 1 pt
  8. Guests at each table observed received a course together, with no one waiting while the others ate Yes / No 1 pt
  9. Servers knew which guests had special meals without asking the whole table Yes / No 1 pt
  10. Used plates were cleared only after everyone at the table had finished Yes / No 1 pt
  11. Coffee break stations were refreshed after each break Yes / No 1 pt
  12. Water pitchers and bread baskets were refilled without guests asking Yes / No 1 pt
  13. Service stopped or went quiet during speeches, as agreed with the client Yes / No 1 pt
  14. The banquet captain stayed in the room during service Yes / No 1 pt
  15. Requests made by the client during the event were written on the event order for billing Yes / No 1 pt
  16. Servers on the floor for this event Number
  17. Service observed during the event Rating
    • Smooth, timed and attentive 5 pts
    • Minor delays or lapses 3 pts
    • Guests kept waiting or tables missed 1 pt

6. Teardown 20 items

  1. Teardown started only after the last guests left the room, or with the client's agreement Yes / No 1 pt
  2. Items left by guests were collected, logged and sent to lost and found or security Yes / No 1 pt
  3. Client materials (banners, boxes, centerpieces) were returned to the client or stored with a tag Yes / No 1 pt
  4. Bar closing stock was counted, and consumption was recorded for billing Yes / No 1 pt
  5. Leftover wine and liquor went back to the locked storeroom the same night Yes / No 1 pt
  6. Soiled linen was counted and bagged for the laundry, with no cutlery left inside Yes / No 1 pt
  7. China, glassware and cutlery were racked by type for the dish room; breakage was recorded Yes / No 1 pt
  8. Tables and chairs were stacked on their carts and returned to the designated storeroom Yes / No 1 pt
  9. Banquet storerooms are orderly, with aisles clear and equipment stacked no higher than the marked limit Yes / No 1 pt
  10. Audio-visual equipment was signed back in, with cables coiled and remotes returned Yes / No 1 pt
  11. The room was vacuumed, and spills on the carpet were treated the same night Yes / No 1 pt
  12. Walls and movable panels were checked for damage, and tape or adhesive was removed Yes / No 1 pt
  13. The room was reset for the next event or to its standard house set Yes / No 1 pt
  14. The final count and the extra charges were signed by the client or sent to accounting within the day Yes / No 1 pt
  15. The banquet captain's report notes what went well and what went wrong for the post-event review Yes / No 1 pt
  16. Lights, audio-visual equipment and the room climate control were switched off or set back after teardown Yes / No 1 pt
  17. Minutes from the end of the event to the room being reset Number
  18. Name of the banquet captain Short text
  19. Overall execution of the event order Rating
    • Delivered as ordered 5 pts
    • Delivered with minor gaps 3 pts
    • Significant gaps noticed by the client 1 pt
  20. Corrective actions required Comments

About this template

This checklist is part of the InspectLoop template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

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