When planning an event, securing the venue, catering and determining the approximate number of attendees are top factors of the process. However, acquiring the logistical components during a site visit will be the foundation for the success of your event.
A site visit is done to ensure the intended space is the best for your client’s event and to find out the capabilities and restrictions of that space. This checklist will guide you in the right direction in order to run a smooth event with avoidable hiccups.
•Parking available
Easily accessible parking will be a great perk for your event guests. If you are in the beginning stages of planning and have not secured your venue this is something guests will appreciate. If the venue does not have its own parking lot look for close street parking, parking decks, or other parking lots in close proximity.
•Dimensions of space(s)
Make sure that you take accurate measurements of areas that you plan to place displays or signage as this will be helpful when purchasing furniture, signage, and sharing the dimensions with your design team.
•Legal capacity
Capacity is a very important component in your planning process. During your site visit, you want to get the seated capacity numbers if there will be seating provided and also a standing capacity. After the site visit, you will want to create a plan for overflow traffic if the space reaches capacity.
•Restricted areas
Are there areas that are off limits? You want to find these areas that cannot be accessed by you or your client’s guests. If this affects the placement of equipment or signage make sure you clarify where these items may be positioned.
•Storage Areas
During the visit, it is imperative that a storage area be designated in order to confirm items will not be lost or stolen and that the equipment does not create an unsafe environment. If there is not a specific storage location, create a plan for a makeshift area to store all items. If the storage area is in a separate location from your event or exhibit, plan on how you will be getting your supplies to and from the storage to your exhibit.
•Loading docks/areas
Certain venues will have specific locations for loading and unloading equipment. For this, you must first decide whether you or your team will provide manual labor or will the exhibitor be responsible. If the exhibitor provides manual labor make sure you check the cost and analyze it against the budget.
•Move in/Move out times
Many venues have a minimum amount of hours a space can be rented. During this time, set aside the time for move in and move out. Remember to ask the fee for running over time. Knowing the move in and move out times will make you work more efficiently and guarantee that you meet your deadlines.
•Food preparation areas
You want to keep your client’s guests as safe as possible. Therefore, if catering is ordered, it is necessary to make sure food preparation and holding areas are available. To avoid the costs of having to buy food holding equipment secure a venue with these capabilities before booking. If this issue arises after the venue has been secured, work with the venue operators and caterers to create a food prepping area. In addition, some venues do not allow outside food at all, and some do not allow food to be distributed to guests therefore clarify this prior to securing the venue.
This checklist will provide you with the foundation for planning a solid event with little worries. Be sure to bring a list of questions, a notepad, and your imagination in order to maximize your impression!
