Run Hotel Banquet Event Pre-Function Setup Inspection — Free

BEO Compliance

Event name, date, and start time match the BEO critical (required)

Confirm the posted event details in the pre-function area match the current BEO or approved revision.

Yes No N/A

Guest count and room set quantity match the BEO critical (required)

Verify chair count, table count, and any reserved seating align with the contracted guest count and setup instructions.

Yes No N/A

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.

Yes No N/A

Approved changes are documented and communicated

Confirm any deviations from the original BEO are documented and communicated to banquet, catering, and AV teams.

Yes No N/A

Room Layout and Furniture

Furniture layout matches the approved floor plan critical (required)

Verify tables, chairs, cocktail rounds, registration pieces, and lounge furniture are positioned per the approved layout.

Yes No N/A

Aisles and guest pathways are unobstructed critical (required)

Ensure clear circulation paths are maintained for guests, staff, and emergency egress.

Yes No N/A

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.

Yes No N/A

Accessibility requirements are met critical (required)

Confirm accessible routes, seating, and clearances are available in accordance with ADA expectations and venue standards.

Yes No N/A

Room capacity is not exceeded critical (required)

Verify the setup does not exceed the approved occupancy or seating capacity for the space.

Yes No N/A

AV and Technical Setup

Projector, screen, and display positions are correct

Verify AV sightlines, screen placement, and display orientation match the event plan.

Yes No N/A

Microphones, speakers, and playback devices are functional critical (required)

Test microphones, speakers, and any playback or presentation devices for power, signal, and audio clarity.

Yes No N/A

Cables are secured and trip hazards eliminated critical (required)

Ensure all AV and power cables are taped, covered, or routed safely to prevent guest or staff injury.

Yes No N/A

Power sources and adapters are available

Confirm extension cords, power strips, and adapters are present, undamaged, and sufficient for the planned setup.

Yes No N/A

Linens and Table Presentation

Linens are clean, pressed, and free of stains or damage critical (required)

Check tablecloths, overlays, runners, and napkins for cleanliness, wrinkles, tears, and discoloration.

Yes No N/A

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.

Yes No N/A

Table settings are aligned and consistent

Confirm place settings, centerpieces, and decorative elements are centered and consistent across the room.

Yes No N/A

Linen edges and drape are even

Inspect that linen drop is uniform and does not create tripping hazards or an unprofessional appearance.

Yes No N/A

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.

Yes No N/A

Directional signage is visible from guest approach points critical (required)

Confirm guests can easily identify registration, ballroom, restrooms, and breakout directions from the pre-function area.

Yes No N/A

Required notices are posted

Verify any required notices such as reserved seating, accessibility guidance, or safety notices are in place and legible.

Yes No N/A

Get your results

Enter your email — we'll send you a PDF of your filled-out template, plus the occasional MangoScoop newsletter (templates, workflow tips, product updates). Unsubscribe anytime — link is in every email.

Email (required)

Your name (optional)

Run: Hotel Banquet Event Pre-Function Setup Inspection

BEO Compliance

Room Layout and Furniture

AV and Technical Setup

Linens and Table Presentation

Signage and Guest Information

Get your results