Event Location Site Inspections - Top Tips

• Make an appointment with the right person: This is courteous to the venue, and shows your professionalism. It will ensure that the person you meet with has good product knowledge as well as the authority to negotiate.
• Check the meeting room for your event is available to view
• Be flexible with your appointment times: E.g. During refreshment breaks
• Request a location map: If you can’t find the venue, how will your delegates?
• Check the postcode on your SatNav: You may have to advise delegates if you end up down a dead-end track!

• Arrive early and observe (a great chance to see how the staff work)
• Run through the brief
• View the meeting room: Is it suitable for your event? (e.g. Size, shape, ceiling height for back projection, surrounding areas and location in relation to syndicate rooms, exhibitions areas etc) Does it have any pillars? Is it a dedicated conference room? Check lighting and air conditioning facilities. Check the furniture: Is it suitable and of a good standard? Check access to the main meeting room.
• Car Parking: Are there enough spaces? Is it easy to find? Will you need to issue a separate map to the car park for your delegates? Check other large events on the day. Are charges applicable?
• View the best and worst bedroom. The venue should be honest. Negotiate if you do not want specific bedrooms (e.g. single bedrooms)
• Check the noise levels in and around the meeting rooms: Are any of the surrounding areas used for staff access, deliveries or near the staff room? Is the room close to the kitchen?
• Check mobile phone reception if delegates will be on call or need to be contacted at the event.
• Check the location of the kitchens: If you are having the food served in the main meeting room, will it remain hot?
• Attitude of Staff: Are they friendly, helpful and courteous? Are there enough staff around the venue? Do they seem to enjoy their work?
• Check Terms and Conditions: Are the venue a member of an industry association? e.g. HBAA or MIA. Check cancellation policies. Check minimum numbers applicable to the booking. Check their policy regarding reductions in numbers.
• Consider insurance for your event.
• Does the venue have a clear understanding of your need and offer appropriate suggestions?
• Do they offer constructive solutions for any problems that have arisen as a result of your visit?
• Do they offer any suggestions to make your event unusual, or to make their venue stand out?
• Do you have confidence in the venue and its staff?
• Trust your instincts!