Stage and performance
Prepare technical questions for a venue
Write down what your group needs before reading the venue's information, then compare the two. Record only what the venue has confirmed. Turn each gap into a specific question for a named contact and track whether it has been answered.
A text to start with
My group, [group name], is preparing for [type of event] at [venue name]. Our technical needs are: [needs such as sound, lighting, stage size, power, load-in]. The venue has confirmed these facts: [confirmed facts]. Build a comparison with each need, what the venue confirmed and a precise question for each gap. Do not assume the venue can supply anything it has not stated.
Example request. Change the details to fit your situation.Venue technical question sheet
Group and event: [ ] Venue: [ ] Event date: [ ] Our contact person: [ ] Need: [ ] Why we need it: [ ] Venue specification as confirmed: [ ] Source of that information: [ ] Gap or open point: [ ] Question to ask: [ ] Venue contact responsible: [ ] Date asked: [ ] Answer and date received: [ ] Status: [open, answered or unresolved] Needs still unconfirmed: [ ] Changes made to our setup: [ ]
Gaps filled by assumption
A generic equipment list shows what a venue may own. It does not show whether the gear works with your setup or is free on your date. Do not infer capacity, power, connector types or compatibility from it. Phrase each question so it has a factual answer: ask for the stage dimensions, not whether the stage is big enough. Note who at the venue answered each point and when, so a later disagreement can be checked.
Ask another agent to check the result
Check that each row records only facts the venue confirmed, and flag any capacity or compatibility claim inferred from a general equipment list. Rewrite vague questions so they ask for a specific measurement or a yes-or-no fact.
Send questions and track answers
Decide which questions go to which venue contact and who in your group sends them. Record each answer with its date and the person who gave it, and update the status of every row. Revisit any need still unconfirmed before you finalize plans. If an answer changes your setup, note what you adjusted and who in your group needs to know.