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Sales Kickoff (SKO) Venue Checklist: 47 Questions to Ask

By Easy RFP Team · Last reviewed: 2026-05-08

TL;DR. SKO venue evaluation covers 6 categories and 47 questions: rooms (8 q), plenary space and AV (12 q), breakouts (6 q), F&B (8 q), logistics (7 q), post-event (6 q). Use as RFP template — feed into Easy RFP or any RFP tool.

Category 1: Rooms (8 questions)

  1. Total available room inventory for our dates?
  2. Single-occupancy vs double-occupancy mix availability?
  3. Room block attrition policy?
  4. Suite availability for executive presenters?
  5. Connecting / adjacent room options for executive teams?
  6. Late check-out flexibility for departing flights?
  7. ADA / accessible room availability?
  8. Dietary-friendly mini-bar options?

Category 2: Plenary Space and AV (12 questions)

  1. Plenary capacity (theater / classroom / banquet styles)?
  2. Ceiling height (matters for large screens)?
  3. Pillar-free?
  4. House sound system specs (mixer, microphones, monitors)?
  5. House lighting (programmable, can dim)?
  6. Stage availability and configurability?
  7. Multi-screen capability?
  8. Livestream / recording infrastructure?
  9. AV technician on-site during event?
  10. Power redundancy?
  11. Wifi capacity for full attendee count + livestream?
  12. Sound bleed from adjacent spaces?

Category 3: Breakouts (6 questions)

  1. Breakout count and capacities?
  2. Distance / walking time between breakouts and plenary?
  3. AV in each breakout (projector, mic, dial-in)?
  4. Whiteboards / flipcharts available?
  5. Breakout room reset time between sessions?
  6. Soundproofing between breakouts?

Category 4: F&B (8 questions)

  1. Per-person all-day rate (breakfast through dinner)?
  2. Itemized: breakfast, morning break, lunch, afternoon break, dinner?
  3. Dietary accommodation policy (vegan, gluten-free, kosher, halal)?
  4. Energy-mindful food (avoid heavy lunches that crash afternoon)?
  5. Awards gala dinner pricing (separate)?
  6. Bar / open bar pricing options?
  7. Coffee station availability throughout the day?
  8. Water / hydration station availability?

Category 5: Logistics (7 questions)

  1. Airport transfer service / cost?
  2. Ground transportation partners?
  3. Loading dock / event-storage access?
  4. Pre-event setup window (day before)?
  5. Branding / signage policy?
  6. Wi-Fi password / network setup?
  7. Security / badge-checking support?

Category 6: Post-Event (6 questions)

  1. Cancellation policy?
  2. Force majeure clause?
  3. Payment terms?
  4. Master account billing setup?
  5. NPS / feedback survey support?
  6. Cancellation insurance / option to insure?

How to use this checklist

Quick answer (40–60 words): Three ways to use: (1) drop into Easy RFP as a template — it imports as a structured RFP, (2) use as a manual interview script when conducting site visits, (3) share with stakeholders before approval to ensure no question is forgotten. We recommend (1) for repeat events and (2) for novel destinations.

FAQ

Q: Should all 47 be answered before shortlisting? A: Top 20 (rooms + plenary + breakouts + F&B headline) for shortlist. Full 47 before contract.

Q: How do we capture answers efficiently? A: Easy RFP's templates structure these as form fields; vendors respond within the platform.

Q: What if a venue can't answer all 47? A: Some are answerable only at site visit. Mark "TBD at site visit" rather than dropping the question.

Sources

CTA

Import this checklist as an Easy RFP template — included in Pro and Team tiers.