It is impossible to overstate the importance of visiting the site before an event. You must visit the venue to gain an understanding of the environment, travel times, services and facilities available. When you inspect the site, there are a few things that are important to remember:
You need the right people to be with you
It is pointless to visit a site if you don’t have the right people there. Both the person who is organising the event and the person making the final decisions must be present. If it is possible, bring any suppliers with you. Tell the venue who you are bringing.
Be Prepared
Bring all the information you already have about the venue. Included in this information should be rates, floor plans and facilities, as well as available spaces. You should have an idea of how your event will flow. If you think this is important, remember to bring a tape measuring tool with you.
Agenda
Prepare a list of questions in advance. It’s easy to get caught up in the moment and forget important questions. For help with Corporate Event Management, contact www.parallelblue.co.uk/corporate-event-management/
Imagine yourself as a participant
You can easily get lost in the finer details and logistics, but try to look at things from the perspective of the attendees. You must be able to visualise and understand their experience.
Location
Where will most of the attendees come from? Consider different routes by train and car. Note the closest stations for public transportation. Check the rules for on-site parking, coach bays and so on.
Surroundings
Who else uses the venue? Is this a venue for business or is it primarily a social one? Is it the right atmosphere for you?