Start with the named space
A salesperson needs to know which room, section or dining area a file describes. Use the same approved names in the property record, capacity chart, floorplan and proposal. Identify a content owner and the operating person who can confirm the facts.
The digital property model gives the material a clear relationship to the place. Maintenance remains a deliberate team responsibility.
Use the checklist when something changes
| Material | Review question | Owner to assign |
|---|---|---|
| Space names and sections | Do labels match the proposal and approved plan? | Property / sales owner |
| Dimensions and setup capacities | What is the approved source and reporting basis? | Venue operations |
| Floorplans and setup imagery | Is the version current and is representative content labeled? | Event / content owner |
| Menus, packages and fact sheets | Are the applicable version and commercial assumptions clear? | F&B / sales owner |
| Photography and 360 views | Do they reflect the space buyers will encounter? | Marketing / content owner |
| Contacts and next steps | Does the buyer reach the right team? | Sales owner |
| Shared recommendations | Which active experiences require inspection after the revision? | Opportunity owner |
Review when the operation changes
- Renovation, room rename, configuration or equipment change.
- Updated menu, package, floorplan or planning document.
- Change in the contact, access process or public presentation.
- Buyer question revealing unclear or conflicting information.
Agree on a periodic review as well. Choose the cadence around how often the property changes and who can maintain it; a fixed calendar alone will miss an urgent correction.
Check what the buyer will see
- Confirm the correction with the authorized owner.
- Update the approved source and identify the affected material.
- Inspect the relevant public view and a representative shared experience.
- Review active opportunity recommendations that use the material.
- Tell the buyer when a change affects the recommendation or an answer already given.
Do not assume every attachment, exported file or previously shared presentation updates automatically. Confirm the behavior in your chosen tool and inspect the actual buyer link.
Keep a short revision record
| Record | Working field |
|---|---|
| Space / material / approved version | ____________________________ |
| Change / reason / approving owner | ____________________________ |
| Affected views or recommendations | ____________________________ |
| Checks completed / questions open | ____________________________ |
| Opportunity owner and next action | ____________________________ |
Keep this record in the team’s approved internal workspace. Buyer names and private commercial information do not belong in a public property guide.
Measure recurring friction
During a pilot, record preparation delays caused by missing or conflicting content, corrections caught before sharing and buyer questions traced to unclear material. Use those findings to improve the property library.
Pair this checklist with the RFP preparation workflow and pilot scorecard. FOH Visual connects material to spaces; the property team supplies and approves the information.
About this guide
Prepared by FOH Digital. Working examples are illustrative. Product descriptions reflect the reviewed scope; external sources are linked below.