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University venues run to their own calendars and house rules. Academic activities, other bookings and campus security all shape what is possible, so it pays to ask detailed questions before you sign anything. Use this checklist when you speak to the venue team.
Group and layout
Group and layout
Your expected headcount and how firm it is.
Seating style for briefings: theatre rows, cluster tables or open floor.
Whether the floor can be divided into activity zones without blocking exits.
Holding areas where teams can gather between rounds.
Access and movement
Access and movement
How guests find the hall from the nearest entrance and public transport.
Where registration will sit and whether a queue would block a corridor.
Accessibility routes for guests who use wheelchairs or have limited mobility.
Whether you can move between the hall and any breakout spaces freely.
Production
Production
Stage or presenter position, sound, lighting and screens available in the room.
Where branding such as banners or backdrops can be placed.
Rules on photography, content capture and drones, if any are planned.
Food and timing
Food and timing
Approved caterers or whether outside catering is allowed.
Dietary requirements, including halal and vegetarian options.
Where food can be served and cleared without interrupting activities.
Suppliers and contingency
Suppliers and contingency
Loading windows, vendor access routes and parking for supplier vehicles.
Setup and teardown times, and whether day-before access is possible.
What happens if you need to change room layout or timing at short notice.
Rules change, so always check current terms with the venue directly. Write the answers into a single document that every supplier receives. That one step prevents most of the confusion that appears on event morning, when caterers, AV crew and facilitators each arrive with a different understanding of the room.
About this guide: Team Building at SMU Hall is written and maintained by Get Out! Events, a Singapore corporate event company at 14 Robinson Road #08-01A, Singapore 048545. It contains general planning guidance only; confirm current venue rules, permits and partner requirements before you book anything.
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