The importance of a site visit when planning an event
by Cat Preston
When it comes to corporate event planning, there’s nothing quite like seeing the venue in person. Here are five reasons why we believe a site visit is a crucial step in ensuring your event’s success:
Getting a Feel for the Space
A walk through the event venue allows you to visualise how your corporate event will take shape. You can strategise where everything will be placed to ensure a smooth flow. Understanding the logistics such as entrances, exits, and parking is easier when you’re on-site, aiding in the planning of efficient movement of guests and equipment during the event.
Technical Readiness
A site visit provides an opportunity to assess the existing audiovisual and lighting setup. This allows you to determine if it fulfils your needs or if extra equipment is needed.
Bringing Your Vision to Life
Experiencing the venue firsthand can inspire ideas for decor and design. It enables you to identify unique features of the space that can enhance your corporate event’s theme.
Proactive Problem-Solving
A site visit allows us to spot any potential issues, such as difficult acoustics or limited space, and address them before they escalate into problems. These visits also allow us to prepare contingency plans for unforeseen situations like bad weather or last-minute changes, ensuring a smooth event.
Ensuring Compliance and Safety
A site visit ensures the venue complies with all necessary regulations and safety standards, giving you peace of mind that everything is up to code. We can check the venue’s safety features, such as emergency exits and security measures, ensuring a safe environment for all attendees.
A site visit is a clear indication of your serious intent to the venue – they often receive hundreds of enquiries in a week, so a site visit often results in you receiving better attention, quicker responses to queries, and is more likely to maximise the value received. It also begins the relationship-building process with the people who will deliver your event.
To sum up, a site visit is our chance to ensure every detail is perfect, from logistics to guest experience. We see it as a vital step in creating a corporate event that not only meets but exceeds expectations. Planning an event we can assist with? Contact us today.