Site inspections aren’t just a tick box exercise... ✅

I love a good site visit. Not only does it build your confidence and strengthen your relationship with the venue, it allows you to cover off a multitude of checks as well as a licence to get creative and really think about those all-important touchpoints.

Site inspections are generally the first action when scoping an event. The brief comes in, and however small, I always insist on visiting the venue even though you may have visited the property a thousand times. Every event is different, so communicating your expectations clearly to identify a), the venue has the required capability, and b), are the team comfortable at working together and delivering to your expectations.

𝗛𝗲𝗿𝗲’𝘀 𝘀𝗼𝗺𝗲 𝗼𝗳 our 𝗶𝗻𝘀𝗶𝗱𝗲𝗿 𝘁𝗶𝗽𝘀 📝

1.    𝘊𝘰𝘯𝘥𝘶𝘤𝘵 𝘵𝘩𝘦 𝘪𝘯𝘴𝘱𝘦𝘤𝘵𝘪𝘰𝘯 𝘵𝘩𝘳𝘰𝘶𝘨𝘩 𝘵𝘩𝘦 𝘦𝘺𝘦𝘴 𝘰𝘧 𝘺𝘰𝘶𝘳 𝘢𝘵𝘵𝘦𝘯𝘥𝘦𝘦𝘴

I’ve seen it so many times before. As soon as you arrive, immediately whisked up to see the event space and bedrooms. Just think, what are your guests experiencing as soon as they arrive? First impressions and considered touchpoints throughout are everything. 

2. 𝘛𝘢𝘬𝘦 𝘱𝘩𝘰𝘵𝘰𝘴 𝘢𝘯𝘥 𝘷𝘪𝘥𝘦𝘰 𝘧𝘰𝘰𝘵𝘢𝘨𝘦 

If you’re able to, do it! However successful a visit, your memory can get distorted over time and often notes don’t paint the picture.

3. 𝘙𝘦𝘮𝘦𝘮𝘣𝘦𝘳, 𝘪𝘵’𝘴 𝘯𝘰𝘵 𝘢 𝘫𝘰𝘭𝘭𝘺! (but of course have some fun)...

If you’re meeting a venue for the first time, you want to bring energy and enthusiasm to the room, which demonstrates passion and commitment to the event. But don’t confuse this for a jolly day out! Take it seriously, get the deliverables you need, especially if it’s a venue not local and you’ll have limited opportunities to visit.

4. 𝘋𝘰𝘯’𝘵 𝘨𝘦𝘵 𝘤𝘢𝘳𝘳𝘪𝘦𝘥 𝘢𝘸𝘢𝘺 𝘸𝘪𝘵𝘩 𝘮𝘰𝘥–𝘤𝘰𝘯𝘴 𝘢𝘯𝘥 𝘭𝘶𝘹𝘶𝘳𝘺 𝘚𝘶𝘪𝘵𝘦𝘴 

Just remember what your attendees will experience. Not everything you see at a property, such as their wonderful Suites or fist-class fitness rooms will be what your guests will see. Focus on the objectives and where the missing gaps are in a venue’s capability and weigh up if it suits.

5. 𝘊𝘭𝘦𝘢𝘳𝘭𝘺 𝘳𝘦𝘪𝘵𝘦𝘳𝘢𝘵𝘦 𝘵𝘩𝘦 𝘣𝘳𝘪𝘦𝘧 𝘢𝘯𝘥 𝘰𝘶𝘵𝘭𝘪𝘯𝘦 𝘢𝘭𝘭 𝘦𝘹𝘱𝘦𝘤𝘵𝘢𝘵𝘪𝘰𝘯𝘴 

Always go full circle and ensure you have met your objectives for the visit. Aim to have an initial discussion introducing roles, responsibilities and clearly outline expectations for your event, then lead onto a chronological walkthrough from guest arrival to departure.