Site Visits are when you look over a venue before you sign a contract to host your event at that location.
Why do the site visit?
- You can see the venue in person. We have all booked the hotel that has beautiful pictures and arrived to find that they used clever camera angles and outdated photos. Seeing the venue in person can make all the difference.
- You get a better feel of the space. You see if there is enough room to have your event, look at the parking your guests will be using, see any obstacles, and observe the on-site staff at work. You are also able to observe the flow of the space and how people will move around.
- Peace of Mind. As an event planner, this is huge for me, knowing what I am walking into makes all the difference. If I know the venue, I am calmer and able to cut the items I pack by about half. If I do not know the venue, I have a whole box of contingencies that I bring along from pens, zip ties, duct tape, and extra decorations.
When to do the site visit?
- Do a ton of research before you consider doing site visits. You will want to read reviews and read venue websites for restrictions such as required vendors or hard cut off times.
- Narrow your list to your top three venues and contact them. Ask them to send over pricing, rules, and venue layouts. Ask them for a list of past customers that will speak with you about their experience.
- If you feel comfortable with the venue, schedule a site visit before you sign a contract.
What to look for during the site visit?
- Does anything odd stand out?
- If they provide tables and chairs, are they sturdy? If they already have a table set up – ask for them to pull out one more just to ensure.
- Do you still like the venue?
- Do you like the on-site team?
For most small businesses, you will be hosting events within your driving distance. I consider driving distance 2 hours. If this is the case, always do the site visit. If you are hosting an event out of town and have the funds to visit, always do the site visit.
If you cannot make the visit but are still set on having your event at the venue I would suggest the following;
- Do you know someone in the area of the venue that can visit it for you?
- Will the venue manager do a video call and walk you through
the space ? - Does the venue have stellar online reviews?
Site visits can be the difference between a perfect event and a catastrophe. Do them whenever possible.
A quick side note, speak with your accounting professional on how business travel can affect your taxes. Some travel is tax deductible but please confirm with your accounting professional before assuming this. Each state and industry have their own regulations to follow.