Enter the venue type, address and the person who controls access, then work through flash, movement, power, load-in and the spaces we may need. The checklist separates what is confirmed from what is still unresolved, and records who answered and when. Send us the resolved list so the quotation reflects the real venue.
What this checklist does
It turns "we think the venue is fine" into a short record of what is confirmed and what is not. Each line has an answer, an owner and a date, so you can see at a glance what still needs a reply.
The result is a list of resolved requirements you can share with us when you ask for a quotation. It also becomes a reusable record if you hold events at the same place again.
How to use it
- Choose the venue type and enter the address.
- Enter the access owner, meaning the person who approves outside suppliers.
- Work through each topic: flash, movement, power, load-in and the spaces we may use.
- For each answer, mark it confirmed or unresolved and note who told you and when.
- Add a link or a copy of the message that supports the answer, where you have one.
Reading the result
Confirmed items are ready to share. Unresolved items are the questions to ask the venue next. If flash or movement is restricted, say so in your enquiry, because it changes how we plan the shots. Our guide to venue conditions that affect photography explains why, and venue access before guests arrive covers early entry.
If a visit to the venue would settle several questions at once, read about when a venue recce changes the plan.
Assumptions and limits
The checklist does not issue permission and does not infer access from venue photos or websites. It only records what you enter. Rules may change between the day you ask and the day of the event, so the venue-access recheck tracker helps you confirm again closer to the date.
If the venue is far from where the crew starts, confirm the exact venue before asking for a quotation. Your answers stay in your browser unless you save them on this device.
Checklist
- Name the access owner and how to reach them.
- Ask whether flash is allowed in each space.
- Ask whether the photographer may move around during key moments.
- Confirm where power and charging are available.
- Confirm load-in time, entrance and parking for the crew.
- List every space we may need, including holding rooms.
- Note the date and source of each answer.
Once the checklist shows what the venue has confirmed, send it to us and we will plan coverage around those conditions, and tell you which open questions affect crew, timing or equipment.
Send venue details for quotingCommon questions
Can I fill this in from photos of the venue?
Photos help you describe the space, but they do not show the rules. Access, flash and movement permissions come from the person who manages the venue. Record each answer with the name of who gave it and the date, so the record can be checked later.
Does the checklist give us permission to photograph?
No. It records what the venue has told you. Permission comes from the venue or access owner in writing. If an answer is unclear, leave it marked unresolved and ask again rather than assuming.
Who is the access owner?
It is the person or office who can decide what happens at the venue on your date. For a hotel it may be the events team. For a school or community hall it may be an administrator. If you are unsure, ask the venue who approves outside suppliers.
Should I reuse this record for another event at the same venue?
Yes, as a starting point. Rules, contacts and staff change, so re-check each answer before you rely on it again and update the date beside it.
Send venue details for quoting
Once the checklist shows what the venue has confirmed, send it to us and we will plan coverage around those conditions, and tell you which open questions affect crew, timing or equipment.
What happens next: You send your event details on WhatsApp. Our team reads the brief, asks what is missing, then confirms in writing whether the date, venue and coverage can be booked, with a quotation. Opening WhatsApp does not send anything, and a message is not a booking until both sides confirm.
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