Define the decision before scoring
Use one scorecard per venue against the same event brief. Identify the requirements that must be met before comparing preferences. A strong atmosphere score cannot compensate for a critical date or program requirement that the venue cannot support.
Print this page or save it as a PDF, then fill in the working fields. Keep a copy with the event’s evaluation notes.
Event / dates / attendance
____________________________________________________________
Venue / contact / review date
____________________________________________________________
Decision-makers / decision deadline
____________________________________________________________
Non-negotiable requirements
____________________________________________________________
Use a simple evidence scale
| Score | Meaning |
|---|---|
| 0 | No evidence or answer yet |
| 1 | Material concern or requirement appears unmet |
| 2 | Partially addressed; important questions remain |
| 3 | Requirement supported by relevant evidence |
| 4 | Strong fit, with an explained advantage for this program |
This is an original FOH working tool, not a certified industry scoring standard. Choose the importance of each criterion before seeing the proposals. If you calculate a total, use score × your weight and report the maximum possible total. Keep a failed mandatory requirement outside the total as a decision gate.
Record comparable evidence
| Criterion | Evidence to collect | Score / weight / notes |
|---|---|---|
| Dates and availability | Written venue confirmation for the program | ________________ |
| Commercial scope | Comparable proposal, inclusions and open cost questions | ________________ |
| Room and program fit | Named spaces, proposed setups and approved supporting plans | ________________ |
| Movement and access | Registration, transitions, routes and relevant access answers | ________________ |
| Guestroom needs | Room-block proposal and relevant room-type information | ________________ |
| F&B experience | Menu, service format, privacy and proposed dining spaces | ________________ |
| Production and logistics | AV, load-in, utilities and specialist review items | ________________ |
| Atmosphere and attendee experience | Current visual review and fit with event objectives | ________________ |
| Staff communication | Specific answers, named owners and agreed next steps | ________________ |
Use “not applicable” where needed and remove that weight from the maximum. Cite the file, written answer or meeting that supports each score. Do not convert an unanswered question into a positive assumption.
Explain the shortlist
Three reasons this venue fits the program
____________________________________________________________
Unresolved issues / owner / evidence needed
____________________________________________________________
Mandatory requirement that failed, if any
____________________________________________________________
Next review or focused site visit
____________________________________________________________
Recommendation and reason
____________________________________________________________
Share the rationale with decision-makers. A transparent comparison makes it easier to discuss tradeoffs, rather than presenting a number that hides the questions.
Use the scorecard with a virtual inspection
Review the proposed spaces in order, then match them to the facts, plans and commercial response. If a venue provides a FOH Visual Deal Room, use its selected spaces, comparison and shortlist to prepare the conversation.
A visual review does not confirm availability, contractual terms or operational approval. Use the inspection checklist to organize the review and obtain the venue’s answers.
Check the arithmetic before presenting the result
Use total earned points = sum of score × weight. Use maximum points = 4 × sum of applicable weights. For example, three applicable criteria with weights 3, 2 and 1 have a maximum of 24 points. Scores of 3, 4 and 2 earn 19 points: 19 ÷ 24 ≈ 79.2%.
This illustrative percentage summarizes the chosen criteria; it does not override a failed mandatory requirement. Explain the evidence and unresolved questions beside the total.
About this guide
Prepared by FOH Digital. Working examples are illustrative. Product descriptions reflect the reviewed scope; external sources are linked below.