Getting the best from a site visit

A site visit is your opportunity to understand how your event will work at the venue, so make sure the venue has every room or area you are using available for you to see. Arm yourself with a checklist to make sure nothing is missed.

Remember to ask searching questions until you get the answers you need, after all you'll be paying the bill!

Here are some of the things you need to consider:

Location

• Is the venue easy to find, is the signage clear?
• Check the distance and travelling time from the airport and railway station or by taxi and bus
• Is there sufficient parking?
• Is it in a safe area? If security is required, can the venue meet these needs?

The Venue

• Does the venue look welcoming, attractive and clean?
• Are there plenty of staff in the reception area to check-in or help and direct guests?
• Is it clear where the meeting rooms are and how will they be signed?

Registration Area

• Where will this be located and is there adequate storage?
• Is there enough space for staff and attendees? Is it a private area or will people attending other events be passing through?
• Do you need a telephone, power points and internet connection?

The Meeting Room(s)

• Which floor is it on and how will attendees get there?
• Does it meet the size and layout requirements?
• What equipment is in the room and is there space for additional production equipment to be brought in?
• Check: lighting, soundproofing, heating/ventilation/air conditioning, power supply, internet access, wi-fi, ceiling height, door aperture and are there any pillars to get in the way?
• Are the chairs comfortable, what size are the tables?
• Is water provided for the delegates and what is included in the package?
• Where do attendees leave their coats and bags?
• Where are the nearest toilets?
• Is the venue fully accessible for disabled delegates?

Catering

• How many tea/coffee breaks are there and where will they be served?
• Where will lunch be served and how easy is it for the attendees to get there?
• Check the lifts and stairs and think about how many people will be moving around at the same time
• Is the standard of food good, is there a choice of menu? Have a meal and try different dishes before committing
• Can the restaurant accommodate special dietary requirements?
• Are drinks included in the menu price or extra?
• Are there plenty of staff to serve the food quickly?
• How many food stations will there be?

Bedrooms

• How many are there and are they doubles/twins/singles?
• Are they clean and well-maintained? Is there disabled access?
• Are there designated smoking and non-smoking rooms?
• What time can attendees check in and check out?
• Check the lifts, stairs, corridors and fire exits.

Other

• Are the staff friendly and helpful?
• When were the venue/meeting room/bedrooms last renovated?
• Are there any refurbishments due?
• Have any of your competitors booked a meeting at the venue on the same date?
• Is there a gym/swimming pool/golf course or other leisure facilities and are there additional charges to use them?
• Is there a business centre and what other services are available for guests?
• Who is trained in First Aid and where are the nearest medical and dental facilities?
• Ask about the venues insurance and crisis management procedures.

Remember the venue represents your organisation and you need to make sure it upholds your standards and reputation. A well-run and enjoyable event can only enhance your company's image.