Site Visit Top Tips: Essential Guide for Successful Event Planning

Mastering the Art of Site Visits for Event Planning

If you’ve ever been tasked with planning an event, you’ll know from first-hand experience that it’s no easy feat! From accessibility and accommodation to menus and time management, there’s lots of elements that need to be considered to ensure that your event runs smoothly. One of the first and most important steps in event planning is choosing the right venue; whilst online research and virtual tours can offer useful information, nothing compares to the value of conducting an in-person site visit where you have the opportunity to walk through your event and experience the venue from a delegate’s point of view.

Preparation for Your Site Visit

It can sometimes be a little overwhelming knowing what questions to ask and so hopefully this checklist will help ensure that nothing is overlooked and that all eventualities are covered:

Prior to the site visit, confirm that the event space is available to view and which members of staff you are able to meet with. Do you need to meet with the chef to discuss menu choices or their Ops team to chat logistics? (don’t assume that they will be available if you haven’t asked to see them!) Always try to meet the coordinator who will be taking care of your event on the big day. If you can, bring a colleague or your venue finder along! They might notice things you could miss in a short visit.
Ensure that you have the event proposal with you, check it over (along with the small print!) and plan any questions that you’d like to ask in advance so that nothing is forgotten.

Maximising the Site Visit Experience

I always advise arriving to a site visit at least 15 minutes early to grab a coffee, use the facilities and get a feel for the atmosphere of the venue. Website photos and videos are great for research purposes but there’s really no substitute for experiencing a property first-hand. It’s also a good idea to see how the staff communicate with each other as this will filter down in the way they look after your delegates. A happy team shows in the way in which they go about their duties!
Walk through your event and note signage around the property, see where potential break-out rooms are and note where the catering is going to be served in relation to your main event space (and if there’ll be staff available on the day to re-direct any stragglers!). For events that require a registration area, check where this is likely to be and whether storage and cloakrooms are available.
Depending on the size of the event, you may need to allow enough time for setup and breakdown of any equipment and staging. Make sure to check the earliest access times and the latest breakdown available for the venue (and also whether there are any additional charges for overnight hold and storage)
When you view your main event space, always make sure that you see the room with the lights turned both on and off as well as blinds drawn and open. You might need natural daylight for a workshop, but then want blackout during presentations.
Ideally, the room will be laid up as it would be for your event so that you can walk through the delegate experience and ensure that the space works as you had imagined. Consider what might happen if your delegate numbers increase or decrease and whether there is an option to change the room if needed.

Ensuring a Seamless Event

If your event requires overnight accommodation, ask to see the smallest room that your delegates are likely to be given and if upgrades are available, make sure that you request to see them too!
Allow plenty of time to sit down after your site visit and run through the finer details of your event. It’s likely that your timings and numbers may have changed since your initial enquiry and so this gives an opportunity to amend the proposal if needed and ask any questions that you may have. It may also be worth asking if the venue is hosting any showcase events between the time of you making the booking and the event taking place; this is a great opportunity to view their team in full swing and how an event flows.
It’s a good idea to ask the hotel if they have any refurbishments scheduled during your dates. Renovations can impact noise levels, available spaces, and overall guest experience. By checking in advance, you can address potential disruptions and ensure your event runs smoothly. It’s all about making sure your attendees have the best possible experience!
If you need to taste the food and decide on menu choices, ask the venue if they can do this nearer to your event date. This is likely to be charged for by the hotel but is a good opportunity to try the food and wine pairing that is being offered on the menu, check whether it will work for your group and discuss any specific dietary requirements that there may be.
Your venue contact should always follow up on email after a site visit to confirm any details that may have changed regarding your booking. Check, check and check again before any final contracts are signed and ALWAYS read the small print!

Conclusion: Building Successful Event Partnerships

Finally, a site visit can without a doubt, strengthen relationships with venue staff which in turn can lead to better communication and ultimately, a successful event for all involved! There are plenty more tips out there, but hopefully, these will help you get ready for your next event. As your dedicated venue finder, I cover all these details and more, saving you time and effort during the planning process!

If you’re looking to hold an event in the UK, I would be happy to help with your venue search, arrange site visits on your behalf and accompany you, where possible – it’s all part of the service and ensures that nothing is forgotten along the way! Please drop me a note below and I’ll be in touch.