Hi there! Have you got an event looming on the calendar? Not sure where to have it? Venues are booking up well in advance these days, especially at peak times of the year.
We’d encourage you to conduct some research, create a shortlist and schedule some site inspections sooner rather than later.
While we have worked with hundreds of venues across the country, we always recommend a site inspection prior to committing to a venue to ensure there are no surprises onsite. A methodical, in person review of a venue will enable you to identify the advantages and limitations of it’s location, service and rooms. It is also often beneficial in the final negotiation stages to have a face to face meeting with the venue contact.
Looking at a website is useful (especially during the research phase), yet it will only get you so far. The venue’s photographs will be selective, as a result it’s up to you to leave no stone unturned.
A site inspection may cost you an airfare or some time out of the office. If you can stretch the budget to fit it in, we promise you it’s worth it. Not only will you be able to determine if the the venue is the right fit, it can help you avoid unexpected costs later down the track.
What Should I Bring?
You’ll need a brief detailing your event requirements to make sure you and the venue representative are on the same page. A tape measure and camera are another must have! You can share photographs with your client, colleagues or suppliers (if required). There are some great apps you can use to take 360 degree views of rooms – these can be great to refer to when you are back at your desk looking at floorplans.
You’ll also need a checklist to track and compare the quality of each venue. Our venue research and site inspection checklist can be found below. This simple one page document reviews all the important elements to consider when choosing a venue. Using our checklist will prompt you to ask the right questions to ensure there are no nasty surprises when you get onsite.
We should point out that this is not an exhaustive list, you may want a separate checklist for accommodation rooms, outdoor spaces and even locations if you are considering more than one location across Australia or internationally. Obviously the more complex the event, the more you should consider getting the assistance of an event professional (like us).
If you’ve got any questions about The Ultimate Site Inspection or require a level of assistance with your upcoming event, please get in touch. We’d love to partner with you!