Venue Site Survey Checklist — Excel Template
Check the equipment route from the loading bay to its final position. Record items that cannot pass and work awaiting approval, with photographs, drawings and replies.
A survey record to send with dispatch and packing requests and discuss with the venue.
- File formats
- English XLSX · CSV (UTF-8)
- Version
- 2.0
- Editorial review
- 24 Oct 2026
- Use this for
- Compare clear openings, packed equipment dimensions, booked access times, floor protection and technical approval boundaries.
When to use it
Compare clear openings, packed equipment dimensions, booked access times, floor protection and technical approval boundaries.
All example dimensions and times are fictional. Electrical, structural and evacuation suitability requires the responsible specialist’s documentation; this sheet is not approval.
Start with the guide: Venue Survey and Load-inFill in the template step by step
When to use it
Complete during the survey before requesting the first quote, and repeat when the venue or equipment changes.
What to have ready
- Venue equipment-access rules
- Current event layout
- Each supplier’s packed dimensions and trolley list
- Numbered survey photographs
Walk from vehicle arrival through unloading, doors and lifts to the final position. Give each section an ID.
Compare measured openings and packed equipment in the same units. Record photo references where they do not fit.
Name the supplier proposing an alternative and the venue officer approving it. Give each a reply deadline.
Attach the approved condition sheet to dispatch and quote requests. Confirm receipt of that revision.
Worked example
Fictional example, not an actual event or supplier record
Eight columns · scroll horizontally to view the complete worked example.
| Item ID | Route section or equipment | What needs checking? | Measurements, findings and evidence | Confirmed or on hold | Person to confirm | Reply due | Documents revised and people informed |
|---|---|---|---|---|---|---|---|
| S-01 | Loading bay D2 → access door B | Check whether the packed trolley, 1,120mm wide, can pass through the door | Door measured 1,240mm at 10:10 on 2026-11-05 / photo P01 / drawing A03-v2 | Confirmed | Logistics lead Kim; venue access coordinator | 2026-11-05 16:00 | Issued Conditions v1.0 at 11:00 and checked it against the video supplier trolley list |
| S-02 | Freight lift → foyer | Compare the packed video case height with the clear lift opening | At 10:25 on 2026-11-05, the case measured 2,180mm and the opening 2,100mm. The packed case cannot pass / P04 | Dimensions do not fit; load-in on hold | Video crew chief Park; logistics lead | 2026-11-05 15:00 | Requested a split-pack proposal and excluded this case from dispatch instructions |
| S-03 | Stage-side electrical handover | Confirm the venue connection point and supplier distribution work | Venue reply E07-v1 confirms the connection point. Supplier distribution plan review is booked for 2026-11-06 09:00 | Order on hold pending technical review | Venue electrical lead; audio technical director | 2026-11-06 10:00 | Marked connection approval as pending on v1.1. Send the technical reply to purchasing when received |
Blank template preview
This preview shows a few rows. The downloaded file contains 24 prepared rows.
Eight columns · scroll horizontally to view the complete blank worksheet.
| Item ID | Route section or equipment | What needs checking? | Measurements, findings and evidence | Confirmed or on hold | Person to confirm | Reply due | Documents revised and people informed |
|---|---|---|---|---|---|---|---|
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
Sources used to develop this template
EVENTODIT created this template using the working methods described in the public sources below. It is not an official form and has not been reviewed or approved by those organisations.
- Excel London · Courier Delivery / Exhibitor Manual
Adapted the separation of booked access, delivery routes and the person receiving goods. Venue-specific limits are not reused.