We are encouraged to see many of our clients starting to plan their face-to-face events again after what seems like a very long time working in the online world. So with this in mind, let's take an in-depth look at one of the key areas to consider – the site inspection!
These come fairly early on in the planning timeline. Once you have firmed up the brief and have a shortlist of venues you need to get out and see them. This is so important to ensure they meet your requirements and the flow of space will work for your delegate journey.
Either way, you need to find out whether what looks perfect on paper lives up to reality!
As with any of the key milestones in event management, planning and preparation is critical!
For each and every site inspection we do we always put together an agenda for each venue visit covering areas such as:
We then pull together our site inspection form to use as a reference when at the venue, for example:
When planning your travel make sure to factor in delays – the last thing you want is to be stressed and flushed meeting your client!
As soon as you can after the site inspection make sure you write up your notes and follow up any actions. You can then update the client with a full picture of information to help them decide on which venue is the most suitable.
Inevitably you will see venues that you don’t end up using for that particular event. By having a written record about all venues visited you will be able to refer back to it another time – for example another venue find with another client!
All site inspections add to an event manager’s venue knowledge and should not be seen as a waste of time if you proceed elsewhere.
This article is mainly geared towards venue site inspections. If you are doing an overseas inspection you will likely be looking at multiple hotels, restaurants and activities, however the principles are the same.
If you would like any more advice or tips before your next site inspection, then please do get in touch.