EZGATHR VENUE COMPARISON WORKSHEET

Use this alongside the Richmond-area guides at https://ezgathr.com/venues.
Complete the same fields for every candidate. Mark unanswered questions as
UNCONFIRMED. An inquiry or worksheet is not a reservation.

YOUR GATHERING

Purpose and activities:
Preferred date / alternative dates:
Expected guests / seated guests / staff and suppliers:
Guest start and finish:
Earliest supplier arrival / final departure:
Food and drink plan:
Music, presentations, sales, or other activities to disclose:
Room layout and equipment:
Guest access needs to discuss privately with the operator:
Total event spending limit:
Who can help with setup and cleanup:

REUSABLE VENUE INQUIRY

Hello,

We are planning [activity] for approximately [attendance] on [date or options].
Guests would attend from [start] to [finish]. We need access from [setup time]
to [final departure] for preparation and cleanup.

Our proposed plan includes [seating, food, sound, equipment, suppliers, and any
public attendance or selling activity]. Please let us know whether this use
could be accommodated and which room and layout you would propose.

Please include the complete charges, required purchases, furnishings, staff
support, access arrangements, change terms, and steps needed to confirm.
We would also like to resolve [specific questions] before making a decision.

Thank you,
[Organizer and preferred contact]

CANDIDATE A

Property / exact room / operator:
Full address / guest entrance / delivery entrance:
Date and access period offered:
Approved layout / attendance:
Exclusive spaces / shared spaces:
Food, equipment, sound, and supplier arrangements:
Confirmed guest access details:
Operator duties / organizer duties:
Total proposal / unconfirmed costs:
Payment schedule / change and cancellation terms:
Booking status / next step / contact:

CANDIDATE B

Property / exact room / operator:
Full address / guest entrance / delivery entrance:
Date and access period offered:
Approved layout / attendance:
Exclusive spaces / shared spaces:
Food, equipment, sound, and supplier arrangements:
Confirmed guest access details:
Operator duties / organizer duties:
Total proposal / unconfirmed costs:
Payment schedule / change and cancellation terms:
Booking status / next step / contact:

CANDIDATE C

Property / exact room / operator:
Full address / guest entrance / delivery entrance:
Date and access period offered:
Approved layout / attendance:
Exclusive spaces / shared spaces:
Food, equipment, sound, and supplier arrangements:
Confirmed guest access details:
Operator duties / organizer duties:
Total proposal / unconfirmed costs:
Payment schedule / change and cancellation terms:
Booking status / next step / contact:

COST CHECK - COPY FOR EACH CANDIDATE

Room and full access period:
Required food or other purchases:
Furniture and equipment:
Staffing, service, and cleaning:
Applicable taxes, fees, or other charges:
Other suppliers paid separately:
Total expected cost:
Unconfirmed items (do not count them as zero):
Deposit applied toward the total (do not add it twice):
Refundable security amount / return conditions:
Amount needed now / later payment dates:

BEFORE CONFIRMING

[ ] The operator has approved the actual activity and room layout.
[ ] Preparation, guest time, cleanup, and handover fit the access period.
[ ] Required equipment and staff responsibilities are assigned.
[ ] The complete charges and unresolved costs are recorded.
[ ] Attendance changes, cancellation, and rescheduling terms are understood.
[ ] Any required separate arrangements have an owner and confirmed status.
[ ] An outdoor fallback uses confirmed space and a workable guest count.
[ ] Written confirmation identifies the exact room, date, use, and hours.
[ ] Guests will receive one clear entrance, arrival, and contact message.