I remember the first time I had to command a site inspection. To say that I was nervous is an understatement. The thoughts playing with my mind and the voice in my head were plentiful. I worried if I would ask the right questions, forget something or, in the end, make myself look like an idiot. Sound familiar? Have you ever had to steer a venue site inspection? And fear asking the wrong questions or letting someone else run the site?
The whole reason for a site visit is to ensure the event will be successful. I have found a site inspection to be one of the more important tools when it comes to planning a meeting or event. It’s all about checking out the venue to ensure it’s the right space. And has all the bells and whistles needed for the event or meeting triumph. A complete site will help to establish room set-up, budget items, forgotten things and help you to stay clear of potential upsets. A site inspection also assists in ensuring set-up is a faster and way smoother experience.
It’s all about a Site Inspection Plan
When it comes to a site inspection, one thing I’ve learned is to remain easy-going and flexible. A site takes the best laid plans and helps to tweak and modify the blueprint. The whole point of a site visit is to be able to picture the event and get a feel for how it will (or won’t) work in the venue.
We all may go about it differently but with the same results. I usually set up my sites directly with the venues. Making all the appointments and creating the schedule. But if you’re fortunate to work with a Convention and Visitors Bureau (CVB). They will not only generate a plan and make all the arrangements. They go on the sites with you.
No matter who sets up the site visit I always use a checklist. I learned that one the hard way. And I try at all times to share the checklist with my venue contact. So they know exactly what I am looking for and what’s important to me and my client. The checklist is imperative. It’s a life saver when off-site and discussing the various options as well as the benefits.
Start your Engines, It’s Site Inspection Time
If you’re looking to run your next site inspection. And not sure where to start. Check out these 19 questions that will help put you in the driver’s seat. Whether this is your first or your hundredth site inspection.
- What is the space capacity?
- Do you have a list of preferred vendors?
- What does the space come with?
- What equipment is accessible on site?
- Is the air conditioning controllable from inside the room?
- When do we have access to the loading dock?
- Do we need permits for anything?
- Are there any venue constraints?
- What is the service staff to guest ratio?
- Where are the restroom facilities located?
- Is there an on-site kitchen?
- Do you have an in-house AV vendor?
- Is there parking and how many spots? Is there a cost?
- Will the venue contact be onsite during the event?
- What is the distance from the airport to the venue?
- What are the liquor laws?
- Do the food prices include taxes and gratuity?
- Do you charge additional charges for events that run past the scheduled time?
- Is there a noise ordinance in this area?
Understanding your needs is the first step to a successful site inspection. Remember to be open and flexible. And reach out to the local CVB for help. You’ll be happy you did. Now if you have a tip to share hit the comments section and add it to the list.