Planners, let’s talk about site visits. Whether you love them, or hate them, they’re an integral part of securing space for any off-site. Now, here’s the part where I say I’ve always been super prepared for every site visit I’ve ever conducted, right? Well, not so much.
When I say I’ve been in your shoes, I mean it. With so much to juggle in our day-to-day, it’s easy enough to let important prep like this slip through the cracks (and panic when it pops up on your calendar). And after the countless site visits I’ve handled in my career, I’ve learned a few things that make the entire process much smoother.?
So, my goal here is to make your life a little bit easier for your next site visit.?
- Do you have a preferred or exclusive vendor list? Having a list of vetted vendors can be a big win. However, if it’s exclusive you might not be able to use your own vendors. If a site does have preferred vendors, ensure you can contact them directly to avoid delays.
- Are there any noise ordinances? Most venues have limits on amplified sound after a certain time, especially if they’re in a residential area. If you plan on having a DJ or music act perform, you’ll need to plan around this.
- Are you hosting any other events at the same time as mine? Concurrent events can cause attendee confusion, so find out what kind of signage they offer and where you can work in additional instructions to your guests. Some venues run multiple events like clockwork, others can be resource-strapped, so this is also a good way to get some insight into their bandwidth.
- Are there any city or venue construction projects planned for during my event? Failing to plan around major road construction or citywide festivals is a recipe for disaster. The site should be aware of what’s going on in the area and be willing to help you find alternate routes. If they’re undergoing renovations, ask them to put up draping to hide construction work while your guests are on-site.
- What do you offer in terms of security? You’ll want to know the credentials of the on-site security, as well as what specifically they are responsible for. You may need to hire extra security to make sure unwanted guests don’t wander into your event – something in-house security is often not responsible for.
- What is the accessibility of the venue? Any venue you consider should be ADA compliant, especially if you’re planning a public event. In addition to ramps, accessible bathrooms, and elevators, you’ll also need to know if they offer parking as well as space for guest pick up and drop off.
- How will my team load in equipment and decor? Ask them where their loading zone is, especially in relation to the main space where you’ll be hosting your event. Find out how many freight elevators they have and how big they are. This will help inform how much time loading in furniture and decor will take.
- What is the staff-to-event ratio? Knowing how many servers and other staff will be working your event is crucial. You’ll need this information to be able to time meals appropriately. Once you’ve figured out what you need, get it included in your contract.
- How many power sources are there; where are they located, and what is their output? This is such an easy question to overlook, but it’s important. For general sessions and conferences, people are going to need to plug in their phones, laptops, and tablets, so you are going to need either a lot of power sources or one that has enough output to handle multiple devices. Generators and the like can easily blow your budget, so it’s crucial to know if the site can handle your electricity needs.
- How many bathrooms are available? If the event space has limited bathrooms, you’ll want to accommodate with extra time between sessions or see if you can requisition another bathroom for your attendee’s use. You’ll also want to know if there are any accessible, gender-inclusive, or family bathrooms on-site for those who might need them.
If your client is along for the ride, you’ll have more on your mind than just asking the tough questions. Work with the site team to plan something extra special to help their venue stand out from the crowd. Plan an interactive tasting experience like an appetizer tasting staged in the hustle and bustle of the venue’s working kitchen. For events where strong branding is crucial (like conferences or annual sales meetings), have the venue set up a GOBO with the client’s logo in the lobby so they’re able to literally get a glimpse of what the venue will look like during the event.
We all love a good Plan A, but the chances of not needing a Plan B are slim-to-none. Find out how the site prefers to communicate and what they find to be the most effective and efficient way to share information. This will save you headaches from upfront logistics to last-minute changes. Find out what emergency preparedness plans the site has in place as well. In short: hope for the best, but plan for the worst.
Hopefully, you feel a little more confident going into your next site visit. If not, message me to see how 360DG can help you secure your next event venue with ease.
Owner & Principal | Event Strategy, Benchmarking, Guest Experience Planning
1 年So true Shelly! It feels like a marathon, but a well-intentioned, jam-packed itinerary is integral to a successful hi-touch program - you do it best!