You can’t plan an event without first visiting the site in person. Why? Because a site visit isn’t just about deciding where to have an event but a thorough assessment of whether the spot is right for your event.
You’ll want to plan out your visit well in advance of your event. At least six months, if not a year, before your event is planned. Here are just some of the reasons why you should carry out a site visit:
- Maps and images on a website might be outdated
- You need to see all possible problems or opportunities in person
- Familiarity makes planning easier
- Professionalism and caring about the details
You’ll need to do some research and prep before your visit in order to make the most of your appointment. Prepare for your site visit with the following tips:
- Ask questions that aren’t answered by materials. Have questions written down so you remember to cover them all
- Connect with other event planners who have used this venue
- Find an online site map or info to give you a starting basis
- Bring a camera
Here are some important topics to get questions started:
- ADA compliancy
- Cancellation policy
- Deposit amount and due date
- Construction plans
- Parking fees
- Audio visual equipment available
- Permits needed
- Max capacity
- Safety and security measures
There’s a lot to be said for listening to your gut. If you feel like you’re being overpromised, or the venue isn’t being transparent, pay attention. Your venue should provide you a point of contact and ask you questions about your event as well. Listen closely to what is being said and what isn’t being said. You can always ask for references for previously held events in that location.
If you’re interested in planning an event and want help with a site visit, connect with eCubed Events today. We’d love to talk with you about your event goals and how we can help you find the right site to achieve them.