Venue site-visit evidence log
Your team visited a venue and needs a record of what was actually seen or confirmed, not just a list of links.
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The short answer
The log keeps one row per site requirement with the observation, the source, the date checked, the person who checked and any follow-up. Each row is shown as Verified, Unknown or Expired, with the reason.
A requirement is Verified only when you mark it as checked or confirmed in writing and also record what was observed, who checked and when. A web link or a recent date on its own never makes it Verified, because a current-looking page is not proof that the requirement is met.
What to record for each requirement
- The requirement in plain words, for example step-free route from drop-off to hall.
- What was observed or what the venue confirmed in writing, and the source: a photo set, an email, a document or a link.
- The date it was checked, the role or initials of the person who checked, and a valid-until date if the evidence states one.
- Any follow-up still needed, and whether it has been closed.
How the three states work
Verified means it is recorded as checked, with an observation, an owner and a check date, and it is not out of date. Unknown means what is recorded does not yet prove it, and the reasons are listed.
Expired means a checked item is older than the number of days you chose, or its own valid-until date has passed. If you leave the number of days blank, the age of a check is not judged and the tool says so.
Why a link is not proof
A page can look current and still be out of date, written for another room or silent on the exact point you need. The tool therefore keeps a row Unknown until a person marks it as checked and records what they saw.
Sources that are not web addresses, such as an email or a folder name, are kept as plain text and are never opened by the tool.
Limits
The log records evidence. It cannot tell whether the venue really meets a requirement, and it is not an inspection certificate or a safety, accessibility or compliance sign-off.
For what to look at on the visit, use the event venue site inspection checklist, and keep the requirements themselves in the event venue requirements matrix.
Worked example · Fictional example
A fictional five-row log
Fictional organisation and figures, to show the calculation.
A fictional association sets 90 days as current and judges the log on 7 October 2026. The step-free route and the stage dimensions are Verified, because each has an observation, an owner and a recent date.
The loading bay hours were checked 158 days ago and the prayer room confirmation was valid only to 30 September, so both are Expired. The Wi-Fi row has a web link but nobody has checked it, so it stays Unknown with a follow-up open.
Use this yourself
Site-visit evidence log
Fill one row per requirement during and after the visit.
| Requirement | Observed or confirmed | Source | Date checked | Checked by | State (verified, unknown, expired) | Follow-up |
|---|---|---|---|---|---|---|
Handle it in-house, or bring in help?
Your team can usually handle this when
- One venue, a short list of requirements and one person who attended the visit.
- The committee only needs a record to file with the venue decision.
Outside planning help earns its fee when
- Several venues or visits, with many requirements and different people checking each one.
- Evidence goes out of date while negotiations continue and someone needs to chase the follow-ups.
- The log must feed a venue brief, a supplier brief and a handover pack that stay consistent.
Want the venue evidence turned into a planning pack?
An Event Blueprint can turn the site-visit log into the venue requirements, the supplier requirements and the dates by which each open item must be closed. Your team keeps the venue decision, and the pack records what is checked and what is still unknown.
Questions organisers ask
Why is a row with a link still Unknown?
A link is only a source. The row becomes Verified when a person marks it as checked or confirmed in writing and records what they saw, who checked and when.
When does evidence become Expired?
When a checked row is older than the number of days you set, or its own valid-until date has passed. With the number of days blank, the age is not judged.
Does Verified mean the venue meets the requirement?
No. It means the check is recorded properly. Whether the venue meets the requirement is for you and the venue to confirm.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.