Hotel Banquet Event Pre-Function Setup Inspection

Audit the pre-function area setup for a banquet event, including BEO compliance, room layout, AV readiness, linens, and signage.

BEO Compliance

• Event name, date, and start time match the BEO
  Confirm the posted event details in the pre-function area match the current BEO or approved revision.
• Guest count and room set quantity match the BEO
  Verify chair count, table count, and any reserved seating align with the contracted guest count and setup instructions.
• Special requests and VIP notes are implemented
  Check that any VIP placement, accessibility needs, dietary notes, or special décor instructions from the BEO are in place.
• Approved changes are documented and communicated
  Confirm any deviations from the original BEO are documented and communicated to banquet, catering, and AV teams.

Room Layout and Furniture

• Furniture layout matches the approved floor plan
  Verify tables, chairs, cocktail rounds, registration pieces, and lounge furniture are positioned per the approved layout.
• Aisles and guest pathways are unobstructed
  Ensure clear circulation paths are maintained for guests, staff, and emergency egress.
• Tables and chairs are clean, stable, and evenly spaced
  Check for wobbling furniture, visible soil, and uneven spacing that could affect guest comfort or safety.
• Accessibility requirements are met
  Confirm accessible routes, seating, and clearances are available in accordance with ADA expectations and venue standards.
• Room capacity is not exceeded
  Verify the setup does not exceed the approved occupancy or seating capacity for the space.

AV and Technical Setup

• Projector, screen, and display positions are correct
  Verify AV sightlines, screen placement, and display orientation match the event plan.
• Microphones, speakers, and playback devices are functional
  Test microphones, speakers, and any playback or presentation devices for power, signal, and audio clarity.
• Cables are secured and trip hazards eliminated
  Ensure all AV and power cables are taped, covered, or routed safely to prevent guest or staff injury.
• Power sources and adapters are available
  Confirm extension cords, power strips, and adapters are present, undamaged, and sufficient for the planned setup.

Linens and Table Presentation

• Linens are clean, pressed, and free of stains or damage
  Check tablecloths, overlays, runners, and napkins for cleanliness, wrinkles, tears, and discoloration.
• Linen sizes and quantities match the setup plan
  Verify the correct linen sizes, counts, and colors are used for each table type and event area.
• Table settings are aligned and consistent
  Confirm place settings, centerpieces, and decorative elements are centered and consistent across the room.
• Linen edges and drape are even
  Inspect that linen drop is uniform and does not create tripping hazards or an unprofessional appearance.

Signage and Guest Information

• Event signage matches the approved branding and wording
  Check that welcome signs, directional signs, and sponsor signage use the correct event name, logos, and spelling.
• Directional signage is visible from guest approach points
  Confirm guests can easily identify registration, ballroom, restrooms, and breakout directions from the pre-function area.
• Required notices are posted
  Verify any required notices such as reserved seating, accessibility guidance, or safety notices are in place and legible.