Site for sore eyes
When you're planning an event a site visit is always a good idea, whether you're checking out a venue that you've already selected, or if you're trying to choose between a few options. It may involve taking time out of the office, but it can be more than worth it to be prepared for all eventualities.
'The big advantage of a site visit is that it lets you actually stand in the venue and soak everything up — experience is everything,' says Cecilia Slinn, MD of Slinn McCarthy Strategic Business Events.
'Something can look great on paper, but just walking around gives you an opportunity to pick up so many details. You could have picked a fabulous five star hotel, but maybe the car park is too small for all your delegates, or you have to walk through an undesirable area to get to it. These are the kind of things that won't be in the brochure.'
As well as letting you experience the facilities for yourself, a site visit is a chance for you to cement your relationship with suppliers. More than anything it lets you put faces to names and build up a personal relationship with your contacts at the venue, which will put you in a good position if you have to negotiate.
'It's a good time to establish who your actual contacts are at the venue. The person who handles your booking or enquiry probably wont be the same person who will be there handling the event on the day. You should stipulate that you want to meet that person when you visit,' says Rachel Finlay, key account director at event creation and delivery company, TFI Group.
Being on site gives you the chance to walk through the event with various hats on. As an organiser, note general things such as cleanliness and the state of the rooms and furniture; health and safety issues like the location of fire exits; and access for disabled delegates. But also walk around as a guest and note things like where you put your coat, where the toilets are, where you get off the coach, or where you park your car.
Rachel also advises that it pays to put any shyness to one side — it's acceptable to ask almost anything!
'People are often shy about sampling the food and wine, but as long as you give enough notice any venue should be happy to prepare samples for you. Also, don't be afraid to make the visit a group event. Depending on how complex your event is, it might be a good idea to take along people such as your AV suppliers. And ask if there will be any other events in the venue at the same time as you. It's never good to turn up and discover that your company's main competitor is in the room down the hall. That's the kind of thing you learn from bitter experience!'
To help you get the most from any site visits, we've got the ultimate checklist to record everything you need to know about your potential venue. Click here to download.
