How to Write a Venue Evaluation Report
Professional performers or artists often require information about venues in which they may potentially perform. This information is most easily obtained from a venue evaluation report. Venue evaluation reports record necessary venue data as well as anecdotal information regarding event venues. This information can be invaluable to performers as often, due to geographical constraints, they are forced to select venues without physically seeing them. Effective venue reports consist of a few key characteristics. The presence of these elements in a venue evaluation report ensures that the report is useful to performers as well as an unbiased evaluation of the venue.
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Instructions
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List location information. Location information should be prominently displayed on all venue reports as the location of a venue is a key factor that performers look at when deciding if a venue is appropriate for them. Also, venue reports are often stored by location allowing performers to easily search for venues in the geographical area in which they plan to perform. The prominent displaying of a venue's address as well as it's proximity to nearby major cities ensures that the venue will be properly categorized and easily accessible.
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Include capacity limits. Performers generally have a vague idea of how many people will attend an upcoming event. When seeking a venue, they want to ensure that they select one that is spacious enough to accommodate the desired audience while at the same time not overly large, as larger venues are traditionally more expensive to book. Include the capacity limits for the venue as well as any specifics, such as whether the venue limit is for seated or standing crowds, below the contact information.
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Evaluate the venue's equipment. While some performers travel with their own equipment, others seek to use equipment already present at the venue as a cost-saving measure. List any equipment that the venue has available and include as many specific details as possible to allow performers to make educated decisions regarding equipment availability.
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Discuss the staging layout. Provide details about the venue staging including the size of the stage, the presence of a curtain and the lighting layout. Mention if the venue has risers available for use as some performers seek multilevel stages for musical or theatrical performances. Inquire with venue management and include any available staging options, not just the one that is currently set up, to ensure that your evaluation is a fair reflection of the venue's capabilities.
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List accessibility details. Include details regarding audience accessibility including any age requirements associated with admission to the venue, restroom availability and wheelchair accessibility. Comment upon the quality of event facilities including restrooms while remaining objective and presenting only verifiable facts. Be as specific as possible to allow performers to make educated decisions in regards to the venue's accessibility.
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Discuss food availability. Does the venue have on-site food? List the options as well as a general range of food prices. Also include the venue's outside food and drink policy. Many venues prohibit outside food and drink but a select few still allow the practice. Ask event coordinators or management at the venue to ensure that you report accurate information.
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Provide anecdotal information about venue specialties. Describe the venue and comment upon special features that set the venue apart. If a venue specializes in rock-and-roll music or dance, include that information as it could be highly valuable in an artist's decision-making process. In this section of the report you list your personal observations regarding the venue. You can insert some personal opinion in the anecdotal section but you should be sure not to say anything directly defamatory towards the venue. If a venue is unclean or worn down, you can comment upon that but do not include negative remarks such as, "I would certainly never go." Allow the information that you present to speak for itself. Your personal opinion is not necessary and leads to a flawed and biased venue report.
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