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When planning an event, a site visit is more than just ticking off another box on your to-do list—it's your chance to get a real feel for the venue and to uncover any potential challenges before they become major issues. By paying attention to the details during your venue inspection, you set the stage for a seamless event day. Here’s a comprehensive guide on what to look out for during your site visit, why it matters now, and how it can save you time, money, and stress later.
When attending a site visit, don't be scared to ask questions and walk through the venue in the flow that your guests will. Venues will often take you in different ways when the venue is not open and only showcase parts of the venue that enhance the space and showcase them in the best light. A site visit if your chance to really get under the bonnet of the venue and think about is front your guests point of view.
1. Registration & Check-In Areas
Imagine your guests arriving to a smooth and welcoming check-in process. During your site visit, start by examining the registration area. Is it clearly marked and easily accessible? Picture the flow: will your guests move effortlessly from the entrance to the check-in desk, or might they get bottlenecked at a narrow passage?
Why This Matters: Sorting out registration logistics now means you can prevent long lines and confusion on the day of your event. A well-planned check-in area creates a positive first impression, ensuring that your guests feel welcomed right from the start. Consider how you manage registration, do you need people on an iPad or do you want your delegates to have name badges? Having enough space and flow for registration can give a great first impression, not allowing enough space can signify to your guests that the event is not well organised.
2. Cloakroom and Storage Facilities
Next, take a close look at the cloakroom facilities. Although it might seem like a minor detail, a well-organised cloakroom is essential. Check whether the space can comfortably handle the number of guests you expect, and observe how the check-in and check-out process is managed. Remember if you are running a corporate event most guests will bring bags with them. Just because a venue states that their cloakroom can accommodate up to 1,000 people, this may not be the capacity when you consider bags, sorting this out early can relieve hours of stress and frustration on an event.
Why This Matters: Identifying potential bottlenecks or capacity issues early on allows you to arrange extra support or even consider temporary solutions. A smooth cloakroom operation prevents unnecessary delays and keeps your guests happy and stress-free throughout the event.
3. Capacity and Space Layout
One of the most critical elements to review is the overall capacity and layout of the venue. Consider how the space will work for different segments of your event. Can the venue accommodate a large keynote speech, smaller breakout sessions, and areas for networking without feeling cramped? Think about the flow of the venue with your guest numbers moving around. Just because the rooms may be able to accommodate your guest numbers, moving them there might be more complex. Vertical transportation can be time consuming and cause many delays to your event and is not always a great solution for moving vast numbers of guests at once.
Why This Matters: Understanding the flow and versatility of the space early on helps you design an event layout that avoids congestion and ensures a comfortable environment for everyone. It’s all about creating a natural flow that makes it easy for guests to move between different areas without feeling overwhelmed.
4. Toilet Facilities
It might not be the most glamorous aspect, but toilet facilities are a crucial part of any event. During your site visit, assess the number, location, and overall condition of the toilets. Are they easily accessible from the main event areas? How well are they maintained during busy periods? Whilst some people may presume that toilet paper is included within the hire, this is not always the case with every venue. If you are dry hiring the venue, it is advisable to check in advance to avoid complications.
Why This Matters: Early attention to toilet facilities helps you decide if you need to arrange additional portable options or adjust your venue setup. Adequate facilities are key to ensuring your guests remain comfortable and that the event flows smoothly without interruptions.
5. Audio Visual (AV) Equipment and Power Points
Technical elements like AV equipment are the backbone of modern events. As you tour the venue, inspect the available projectors, screens, sound systems, and the number and location of power points. Make sure the technical setup meets your event’s requirements and that the venue offers reliable technical support. If you are looking at supplying your own AV, don't forget to ask about power and the locations of this. This will make a huge difference in the layout of the venue and you don't want to have to cover leads everywhere in the space as this can be a health and safety issue and look unsightly.
Why This Matters: Addressing technical needs during your site visit means you’re less likely to face unexpected challenges on the day. Ensuring that the AV and power infrastructure is robust allows your presentations and digital elements to run flawlessly, leaving a positive impression on your guests.
6. Lighting, Ambience, and Climate Control
Take a moment to appreciate the venue’s natural and artificial lighting. Does the space have the right ambience for your event, or will you need to bring in extra lighting to create the desired mood? Additionally, consider the venue’s climate control systems. Are the heating, ventilation, and air conditioning (HVAC) setups adequate for your event’s duration and guest count? Don't be scared to ask about how hot or cold the venue gets in the period that you are hosting your event. At the site visit you are more than likely not visiting at the same time of year, and again remember that not every venue has adequate heating or cooling!
Why This Matters: A venue’s ambience sets the tone for the entire event. By ensuring the lighting and climate are on point, you contribute to a welcoming and comfortable atmosphere that enhances your guests’ overall experience. Addressing these factors early means you can make any necessary adjustments before the event.
7. Other Practical Considerations
Don’t overlook the small yet significant details. Look at the availability of public transport, parking, ease of access for guests with mobility issues, and any additional amenities that might be important for your event. Even aspects like the venue’s layout for emergency exits can be crucial in creating a safe environment. Accessibility is expected in the modern world, and whilst many venues are accessible, historic or older venues may not be accessible in all locations to guests.
Why This Matters: Handling these practical considerations ahead of time allows you to create a well-rounded plan that caters to all aspects of your event. This proactive approach minimises surprises and helps ensure that every guest’s needs are met.
Final Thoughts
A site visit is your opportunity to get a behind-the-scenes look at how your event will unfold. By focusing on key areas like registration, cloakroom, capacity, toilet facilities, AV equipment, and more, you can pre-emptively address potential issues. Planning these details now—not later—means that on the day of your event, everything will run as smoothly as possible, leaving you free to focus on engaging your guests and delivering a memorable experience.
Taking the time to perform a thorough venue inspection demonstrates your commitment to excellence in event planning. Match My Venue has the expertise to help you look at for potential issues and ensure that you have the right venue for your event. Get in touch today to discuss your next event.
