Sunday 14 April 2024

114Conducting a site visit for your event

When you’re planning an event, the importance of a pre-event site visit cannot be overstated. It’s crucial to see the site to get an idea of the atmosphere, travel times, service levels and facilities on offer. Here are some important things to do when you carry out a site inspection:

  1. Have the right people with you

A site visit is useless unless you have the right people in attendance. The person organizing the event must attend, along with whoever is making the final decision. Any suppliers along if this is suitable and easily achieved. Let the venue know beforehand who you will bring with you. For help with the complex planning of an event, consider contacting an Events Agency Dublin like

  1. Be prepared

Take with you all the details you have received about the venue already. This should include information like rates, floor plans, facilities and available spaces. It’s useful to have an idea already about how you want your event to flow. Remember to take a tape measure with you if this will be important.

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  1. An agenda

Take with you an agenda of the things you want to see and experience. Also prepare a list of questions in advance, as it’s easy to get caught up in the moment and forget to ask the important questions.

  1. Imagine you’re an attendee

It’s easy to lose yourself in the logistics and fine details, but don’t forget to try to see things from the attendee’s point of view. You need to be able to understand and envision their upcoming experience.

  1. Location

You’ll be taking the easiest route to the venue but where will the majority of the attendees be coming from? Explore different routes via train and car, note the nearest stations for public transport and check out the rules around on-site parking and coach bays for example.

  1. Surroundings

Who else uses this venue? Is it a business or primarily social venue? Does it have the right vibe you’re looking for?

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  1. Analyse rooms

Find out about maximum capacity in a variety of room set-ups. Also ask what the comfortable maximum capacity is, as a packed-out room is not going to feel conducive to having a great experience.

  1. Take photos

There will be a lot of information to take in and you’ll forget a lot of it unless you take photos. These will help you to remember all the little details and could be useful for planning future events too.

  1. View the furniture

If it’s feasible, ask to see the actual furniture that will be used on the day. These could easily put a dampener on your event if the furniture turns out to be old, stained or not in keeping with the vibe. Soft furnishings and aesthetically pleasing furniture are an important element of the overall theme, comfort, and enjoyability of an event.