How do you conduct a thorough site inspection and selection for your event?

Choosing the right venue for your event is one of the most important decisions you will make as an event producer. Not only does it affect the budget, logistics, and attendee experience, but it also reflects your brand and vision. That's why conducting a thorough site inspection and selection is a key step in the event planning process. In this article, we will share some tips and best practices on how to do it effectively.

1 Know your needs and goals

Before you start looking for potential venues, you need to have a clear idea of what you want and need from your event space. Consider factors such as the size, layout, location, accessibility, amenities, services, and style of the venue. Also, think about your event goals, theme, audience, and budget. Having a detailed event brief or proposal will help you narrow down your options and communicate your expectations to the venue managers.

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Olivia Catalano, MHA

Program Manager | Policy Management I Quality Assurance I Data analytics
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Make a list of needs and wants. It is important to know the number of attendees you need space for, budget, and have some items (wants) that if you cant meet will not break the success of your event.

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2 Research and compare venues

Once you have a list of criteria and requirements, you can start researching and comparing venues that match them. You can use online platforms, directories, referrals, or industry networks to find and contact venues that interest you. Ask for availability, rates, packages, and policies, and request a quote or proposal. Compare the venues based on their features, benefits, and costs, and shortlist the ones that offer the best value and fit for your event.

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Kim Knightley

Event/Risk Management (Equine) at Self Employed
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When you are looking at an actual venue having compared and contrasted everything on paper make sure you walk it, walk it again and again, as many different times of day and night that you can

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3 Conduct site visits

The next step is to visit the shortlisted venues in person and inspect them thoroughly. This is your chance to see the space, facilities, equipment, and staff in action, and to evaluate if they meet your standards and expectations. Prepare a checklist of questions and items to review, such as the capacity, layout, lighting, sound, power, internet, safety, security, parking, catering, signage, and storage. Take notes, photos, and measurements, and ask for feedback from your team or stakeholders.

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4 Negotiate and confirm

After you have completed the site visits, you should have a clear idea of which venue is the best option for your event. The final step is to negotiate and confirm the contract and terms with the venue manager. Make sure you understand and agree on the payment schedule, cancellation policy, insurance requirements, and any other clauses or conditions. Also, discuss the details of the setup, delivery, teardown, and cleanup, and confirm the contact person and communication channels for the event day.

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Olivia Catalano, MHA

Program Manager | Policy Management I Quality Assurance I Data analytics
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Be sure you read your contract clearly. Do you have a on site contact for day of issues? When is the bill do? When can you get in to set up, when do you have to be out after the event. Some venvues charge extra if you have not cleaned up and left within an hour of end of event.

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5 Follow up and evaluate

The site inspection and selection process does not end with the contract signing. You should also follow up and evaluate the venue performance before, during, and after the event. Communicate regularly with the venue manager and staff, and update them on any changes or issues. Conduct a final walkthrough before the event to ensure everything is ready and in order. Collect feedback from the attendees, speakers, sponsors, and vendors on the venue experience. And finally, thank the venue team and provide them with constructive feedback and recommendations.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you conduct a thorough site inspection and selection for your event?

1

2

3

4

5

6

1 Know your needs and goals

2 Research and compare venues

3 Conduct site visits

4 Negotiate and confirm

5 Follow up and evaluate

6 Here’s what else to consider

Event Production

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How do you conduct a thorough site inspection and selection for your event?

1

2

3

4

5

6

1 Know your needs and goals

2 Research and compare venues

3 Conduct site visits

4 Negotiate and confirm

5 Follow up and evaluate

6 Here’s what else to consider

Event Production

Rate this article

Thanks for your feedback

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