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20 Questions for Successful Event Site Inspection [Free Checklist Template]

Selecting a site for an event or a meeting may be the most challenging undertaking. Before settling on a specific site, it is important to make sure that it perfectly aligns with the overall objectives of the occasion.

To select an ideal site best fit for your upcoming event, you need to conduct a careful site inspection. Choosing a location necessitates extensive consideration across dozens of factors like:

  • Parking convenience
  • The quality of the services offered as well as the food served
  • Ease of access
  • The size of the conference room in regard to the estimated number of attendees
  • The coast of the site in regard to your budget

 

 

Part 1
What Is Site Inspection?

In simple terms, a site inspection can be described as an appointment where an event planner physically visits an anticipated convection venue to establish if it has the right facilities and services needed for a specific meeting event. While you can nowadays quickly view the price and photos of various sites, this essential investigation mission gives you a first-hand experience of the site thus greatly promoting informed decision making.

Part 2
Importance of Site Inspection

As the chief event planner, your ultimate goal is to end the show with a smile. While technology has made virtual booking a reality, it is clear that this is a dangerous gamble that balances on the ice tip. Besides enabling you to make a thoughtful decision, a successful site inspection exercise also gives you a one on one observatory opportunity on the finer particulars of convection. This exploratory undertaking enables you to evaluate if the site is really worth a second thought and offers numerous paybacks including:

  • Confirm on the holding capacity of the conference hall
  • Collect details regarding the parking spaces
  • Evaluate the venues general layout so sink into the finer registration plans as well as presentation strategies
  • Shoot snaps and videos which are essential for comparing notes with fellow attendees
  • Enquire about the additional services offered
  • Gain insights regarding the availability of travel services available to make the final transportation plans
  • Map out the shortest and most efficient travel rout towards the site

Part 3
How to Conduct a Successful Site Inspection

Preparing should involve two major steps which are:

Step 1. Scheduling an Appointment with the Sales Manager

Although sometimes event planners like to make an impromptu appearance because of personal reasons, we believe that you don’t want to show up uninvited. In essence, this allows the sales manager to fix an appropriate date for you such that you will have ample time to ask the numerous questions you would like to find out regarding the site.

So, the very first steps in pulling out a successful site inspection exercise are calling the manager in charge and agree on a specific date and time. Armed with the precise date and the exact time on when to visit, most event planners sit and relax as they wait for the day to arrive.

A video camera would be an excellent tool that will enable you to capture pictures of various features in the facility. Essentially, this forms a powerful database that will greatly help you make the right decision.

Step 2. Embarking on an Epic Fact-Finding Mission

Essential features to look for in a meeting facility:

  1. Noisy Neighborhoods

    Depending on the nature of the meeting and the number of participants expected visualization an essential arsenal to employ. Before you evaluate other features like parking space and internet connection, first you would certainly want to visualize the specific event with regards to the general environment of the facility. Typically, look out for noisy neighborhoods that may disrupt the progress of your meeting.

  2. Consider the Space of the Conference Room

    An excellent site should offer all the standard facilities needed for your meeting. First and foremost, the meeting space should be spacious enough such that it can accommodate the expected number of attendants. After getting satisfied that there is enough space for all your guests, look for obstructions across the conference room.

Other Aspects to Consider

After getting contended with the above features offered by the facility, it’s time to dig deeper into the finer details and investigate other essential aspects like:

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  • Are there enough parking spaces?
  • How is the security level of the site?
  • Consider the employee-guest ratio
  • The charges in relation to your budget
  • Internet connection

Top Tip: To visualize on your specific event, if possible take some time and observe currently progressing events at the site.

Part 4
Best Practices During Event Site Inspection

The most common best practices when conducting site inspection include:

  1. Employ Apps

    Incorporate the massive power of technology to keep track of suitable sites.

  2. Communicate Openly

    When establishing the suitability of a specific site, open communication with the sales manager and departmental heads is predominantly essential.

  3. Take an Attendee’s Perspective

    Most importantly, put yourself in the boots of the participants during the whole endeavor. By doing so, you will be able to identify elusive features ideal for attendees.

Other Best Practices Include

  • Make brief notes.
  • Do not shay from asking questions. Ask lots of them to confirm every aspect.
  • Carry along a high definition camera with you.
  • Your checklist should be well researched and comprehensive.
  • Clear communication is as important as open communication.
  • Double confirm the charges before you seal the deal.

Part 5
Sample Event Site Inspection Checklist

Although comparatively expensive and time-consuming especially for small scale ventures, a site inspection is paramount for the success of a meeting. Establish numerous vital aspects using this sample checklist:

NAME OF THE SITE:
DATE CONDUCTED:

1. Accessibility Convenience

• Was the site easy to locate?
• What are the available methods of transportation?
• How long did it take you to reach the site?
• Is there enough parking spaces?
• Do the parking places come at a cost?

2. Site Suitability

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• Is the conference room spacious enough?
• Is the site properly lighted?
• How hygienic is the catering department?
• Is the internet connection stable?
• Is there Wi-Fi connection?
• Do you need to log in to access Wi-Fi?
• Are the rooms comfortable?
• Is the neighborhood noisy?
• Is there a labeled registration area?

3. Services Available

• Is there audiovisual equipment available in the conference room?
• If yes, how is the quality of the graphics?
• Will there be an on-site support team during the meeting?
• How comprehensive is the food menu? (sample out various delicacies to establish quality)

4. Site Flexibility

• Can the site be redesigned to fit your specific event?
• How is the general presentation of the site?

event site inspection checklist

Edit and use this template

 

facility inspection round checklist

Edit and use this template

ProsperForms — receive reports from your team members on autopilot. 100+ forms available: reports, logbooks, requests, etc. or build your own. View and manage data on Timeline and Dashboard screens, generate consolidated PDF reports. Get Started

 

inspection round checklist

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roof inspection checklist

Edit and use this template

 

 

Part 4

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  3. Save time with auto-layout: No need to spend hours in Word or Excel perfecting the report’s layout because it exports your updates into a beautifully crafted file with a couple of clicks.
  4. Peace of mind with auto-reminders: No one forgets to submit their reports because ProsperForms automatically sends timely reminders according to the schedule you chose.
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  6. Quick sharing: Reports can be either - exported to files and printed, or sent by email; - shared with the manager online (in real time); - optionally shared online as team-wide status reports, i.e., all team members share their progress with each other to spend less time on meetings.

How to configure reports on ProsperForms:

Step 1:
  • Choose a form (100+ forms available) — customize our preset forms or easily create a new form in minutes.
  • Setup reminders if you want your team members to receive automatic reminders when their reports are due.
  • Configure who will submit reports by choosing the “Participants” tab.
Step 2: Click the "Open Submission Form" button to fill in and submit the report. Data such as the report type, date and name will be added automatically. As soon as a new report is added, participants with “View” rights can view it in real time.

Step 3 (Optional): Generate a report and export it to PDF. (Skip this step if you share status reports online and don’t print them.)

Click “Generate Report”.

Done!  

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