WHY WE LOVE A GOOD SITE INSPECTION

Imagine planning a party, wedding or event, going through all the effort to book the entertainment, meticulously planning the decor, hiring an expensive caterer... But you don't even know the most important detail of all - what the venue looks like. Sounds like a disaster waiting to happen, right?

Site inspections are an integral part of event planning. And we don't just mean glancing at one or two pictures, we mean seriously checking out the venue's capacity and capabilities. After all, how are you supposed to ensure a successful event when you're not even sure about the venue's facilities?

When planning an event at a venue for the first time, we always prefer to do an in-person site inspection where possible. This helps us to evaluate whether the layout and space will meet the specific needs of the event, including space for seating, breakout rooms, exhibit areas, etc.

We can also verify the availability and quality of essential amenities like audiovisual equipment, Wi-Fi, restrooms, and accessibility features. This ensures the venue can support the technical requirements of the event.

Physically being in the space allows us to visualize what the event could potentially look like and gives us a true sense of the overall aesthetic and ambiance that photos can't always capture.

Another reason not to skip the site visit is that it helps identify potential issues such as external noise, nearby construction, or other environmental factors that could disrupt the event. This ensures a smooth and professional experience for attendees.

Plus, we really enjoy being able to meet venue staff beforehand as it helps us build relationships and trust. On-site visits allow us to discuss and resolve potential issues directly with the venue management, from layout adjustments to specific logistical challenges, ensuring all aspects of the event are addressed beforehand.

Of course, it may not always be possible to travel to locations before the event - in this case, we try to get as much info and footage from the venue as possible.

Bluespec event — Photo by Kevin Mark Pass

Here are a couple of things to add to your checklist for your next site visit:

Location and Accessibility:

Proximity to airports, public transportation, and major highways
Availability of parking facilities and valet services
Accessibility for attendees with disabilities

Venue Capacity and Layout:

Maximum capacity for different setups (e.g., theater, banquet, classroom)
Flexibility of space for various event needs (e.g., breakout rooms, exhibit areas)
Clear signage and wayfinding within the venue

Facilities and Amenities:

Availability and quality of audiovisual equipment
Internet and Wi-Fi capabilities, including bandwidth and reliability
Adequate number of restrooms and their cleanliness
Climate control and ventilation

Safety and Security:

Emergency exits and evacuation plans
Presence of security personnel or surveillance systems
Availability of first aid and medical facilities

Acoustics and Lighting:

Quality of acoustics for speeches and presentations
Natural and artificial lighting options
Control over lighting levels and ambiance

Ambiance and Aesthetics:

Overall appearance of the venue
Flexibility for customization or branding opportunities
Cleanliness and upkeep of the facility

Technical Considerations:

Power outlets and electrical supply adequacy
Backup power solutions in case of outages

Outdoor Areas:

Availability of outdoor spaces for networking or breakout sessions
Weather considerations and contingency plans
Noise levels and potential disturbances from the surrounding area

Logistical Aspects:

Load-in and load-out logistics for equipment and materials
Storage facilities for event materials and equipment

Contractual and Financial Considerations:

Clear understanding of costs, including hidden fees or additional charges
Flexibility in terms and conditions, including cancellation policies
Insurance requirements and liability coverage