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
- What Is Site Inspection? Part 1
- Importance of Site Inspection Part 2
- How to Conduct a Successful Site Inspection Part 3
- Best Practices During Event Site Inspection Part 4
- Sample Event Site Inspection Checklist Part 5
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.
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
How to Conduct a Successful Site Inspection
Preparing should involve two major steps which are:
Step 1. Fixing 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:
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.
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:
- 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.
Best Practices During Event Site Inspection
The most common best practices when conducting site inspection include:
Incorporate the massive power of technology to keep track of suitable sites.
When establishing the suitability of a specific site, open communication with the sales manager and departmental heads is predominantly essential.
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.
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:
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
• 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?
How to start:
Step 1: Create your account and create a new applet by selecting a customizable template.
- Set the applet as “Team-wide” if you want all team members to view each other’s records.
- Alternatively, you can allow each participant to view his/her own records only and stakeholders to view all entries.
- Invite guests with limited permissions, if needed.
- Set up reminders if you want your team members to receive automatic email reminders.
- Configure who will add records by choosing the “Participants” tab.
Step 2: Users will click the “Open Submission Form” button to fill it out and submit it.
Step 3: As soon as a new record is added, participants with “View” rights will receive an email notification and can view it in real time on the Timeline screen.
- Click “Edit” to change status or other relevant attributes.
- Employees can discuss records in real time — each record has its own section for live comments.
- Add an unlimited number of attachments (documents, images, photos, videos, audio notes, files) to a record.
- Export records or share them online.
Step 4: Get instant access to historical data and files with powerful search and filtering capabilities.
Step 5: The dashboard screen allows you to save time when you want to check a high-level overview, with quick one-click retrieval of the relevant information.