Venue coordination after booking
How to plan a storage room for event materials
Boxes of lanyards, banners and printed programmes are arriving, and nobody has asked the venue where they can be kept.
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The short answer
A storage room plan lists what must be held at the venue, for how long, where, who may enter and how items are logged in and out. The space, the access arrangements and the security are the venue's to confirm, so ask for them in writing before anything is delivered.
The organiser then writes an inventory and a simple rule for access, so that nothing is lost, blocked in a corridor or left behind at the end.
What usually needs storing
- Registration materials: lanyards, badges, bags, printed programmes.
- Branded items: banners, signage, sponsor materials held for the organiser.
- AV and production cases waiting between set-up and use.
- Catering extras and non-perishable supplies that the organiser supplies.
- Spare furniture or items that come out of a room during a room turnover.
- Lost property and items collected from delegates.
Questions to put to the venue
| Question | Why it matters | Evidence |
|---|---|---|
| Is there a storage room for your dates, and where is it? | Space is never assumed | Written confirmation of the room and dates |
| Who has access, and can it be locked? | Controls loss and unauthorised entry | Written access arrangement and the key holder named |
| How early can items arrive and how late can they stay? | Deliveries and handback are timed to this | Dates and times stated by the venue |
| Are there restrictions on what may be stored? | Some items may be restricted by the venue | The venue's written list of exclusions |
| Is there a charge, and does it differ by duration? | Costs belong in the budget | Written terms |
| Does the venue take responsibility for items, or does the organiser? | Affects insurance and security decisions | The venue's statement; refer cover questions to your adviser |
A sequence
- List what you will need to store and the date each item arrives and leaves.
- Ask the venue for a storage room and its terms in writing.
- Draft an inventory with item, quantity, box labels and the person responsible.
- Agree access: who holds the key, and who may take items out.
- Brief suppliers on where to deliver, using the loading schedule so deliveries land in the right place.
Inventory and access log
Label each box with the event, contents and owner. Keep an in-out log signed by whoever removes or returns an item.
At the end, use the inventory to confirm that everything is accounted for before the room is handed back (see venue handback checklist).
Common problems
- Items delivered before the venue has agreed to store them.
- Boxes left in a corridor or loading area because no room was allocated.
- Nobody holds the key at the time an item is needed.
- No record of what left the room, so the final count cannot be checked.
Worked example · Fictional example
Storage plan for a two-day association conference
Fictional organisation and figures, written to show the method.
A fictional manufacturers' association has printed programmes, badge stock and two banners arriving a day before the event. The coordinator asks the venue for a lockable storage room for those dates and for the key holder's name.
The venue confirms a room and a key holder in writing. The coordinator writes an inventory by box, assigns one person to sign items in and out, and tells the printer to deliver to the venue's stated loading point with the box labels.
Use this yourself
Storage room inventory and access log
Copy this into a spreadsheet. Add a row per box or item group, and a log row each time anything leaves or returns.
| Item or box | Quantity | Owner | Arrival date | Out/in log (who, when) | Return or removal date | Condition or notes |
|---|---|---|---|---|---|---|
| Printed programmes | As ordered | Registration lead | Day before event | To be filled on the day | End of event | Count at handback |
| Badge stock and lanyards | As ordered | Registration lead | Day before event | To be filled on the day | End of event | Count at handback |
| Banners | As ordered | Production coordinator | Day before event | To be filled on the day | End of event | Check at removal |
Handle it in-house, or bring in help?
Your team can usually handle this when
- Few items, one delivery and a venue that offers a lockable room.
- One person can keep the inventory and the key.
- Handback is straightforward.
Outside planning help earns its fee when
- Many suppliers deliver materials over several days and each needs a place.
- Items move between rooms during the programme and need tracking.
- You need someone to manage inventory, access and handback while the event runs.
Need storage and handover managed alongside the event?
A conference project lead can ask the venue for storage terms, build the inventory, brief suppliers on where to deliver and keep the access log through the event, then reconcile it at handback, in line with the scope agreed. Send your list of materials and delivery dates.
Questions organisers ask
Can I assume the venue will store my materials?
No. Ask in writing for the room, dates and terms before anything is delivered.
Who is responsible for items in storage?
Ask the venue to state its position in writing. Questions on insurance cover go to your adviser.
What about valuable or sensitive items?
Ask the venue about secure options and keep a small number of high-value items with named people instead.
Do I need an inventory for a small event?
A simple list and a sign-in sheet are enough, and they make handback quicker.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.