Event site visit checklist. Site Inspection Checklist: 11 Things Event Planners Should Never Forget to Ask 2019-02-24

Event site visit checklist Rating: 8,8/10 1993 reviews

Print This Checklist For Your Next Site Visit

event site visit checklist

An event planner can always plan a great event within a reasonable budget. Go into every area of the hotel, from the parking deck to the lobby restroom. Note down room amenities if necessary Dining: 20. Does that rate include Wi-Fi, taxes, parking and access to all the amenities? Request quotes before you contract with any supplier. You may also want to retain the services of a public relations specialist when dealing with printed and electronic media, especially if your organization has little experience with them. And a photo of four water glasses on a tray and a pen shows the potential customer nothing about your conference rooms and facilities.

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Event Checklist

event site visit checklist

Is it a celebration, a fundraiser, or something else? If so, it would be ideal if the hotel and convention center offer charging stations. Nearest transport links and parking Take note of how easy it is to get to the venue; how long is the walk from the tube? Each of these individuals will be looking at the site from a distinct perspective and will see concerns or limitations you may have overlooked. Is it sufficient and safe? Check for opportunities to and shout about your company. Consider additional space in and near your location. Do you need a dance floor? Outdoor terrace at Roquelune Check the outdoor lighting if you are staying outside for the dinner or the evening party.


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The Site Visit Revisited: Improve Your Site Visits Today

event site visit checklist

Suppliers enjoy repeat business and will certainly be happy to help you again. Review Your Findings with Key Stakeholders Up until now, you and your staff have probably been doing everything in a vacuum, with the occasional update to the boss. Even so, can you bring your own? Given everything you will want to see, ask and discuss, two hours can go quickly. When venue planning for an event, one of the most important pieces of information you must know is who your will be and how many you expect to attend. The details, as well as your overall impressions, will still be fresh in your mind.

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Event Planning Checklist

event site visit checklist

We have conceived it as a tool to help you create the perfect event for your organization. To be able to answer that question with some confidence, you must make sure that you understand the client's expectations and preferences from the beginning. Other venues have restrictions on decor or other aspects of the event itself. Use this as a starting point to identify or assign activities to various volunteers or staff; or print this off so you can literally check-off items as they are assigned or accomplished. Site Visit On your site visit, look at the property as if you are the attendee. What is the weather like? Multi-event venues If your venue is equipped for more than one event at the same time, then it might be the case that there will be some going on simultaneously with yours. There is so much to account for when planning an event: the guests, food, activities, and the site itself.

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Site Inspection Checklist: 11 Things Event Planners Should Never Forget to Ask

event site visit checklist

Onsite detective Will this location be perfect? This also take charge in local venues as it assures the people present their welfare is considered. Take a look at our site visit checklist to guarantee that every detail will be accounted for on the day of your special event! Find out peak times or any particular days of the week when the venue is not available for events 32. Is it possible to book in the off-season? Is there enough space to sit all your guests? Does the music have to stop at a certain time? Branding opportunities Planning a or? What sort of table setup do you need? Be prepared with questions that focus on the needs of your particular event. Barbecue the night before and brunch the day after — check that it is possible and what are the conditions? Check it would be possible. What are their schedules for the exhibit halls and the room corridors? Where applicable, ask to meet the key staff that will be present on your wedding day.

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The Event Checklist Used By Top Event Planners

event site visit checklist

Please note that since association and non-profit events can range from a small workshop through to a gala fundraising event, we were not able to drill down to the level of detail you may need to consider when planning your specific event. Can it be set outside? In urban places, the location will be expensive while in rural areas the cost may be cheaper. Think about how this will affect your event and make allowances. Conveniently spaced seating Account for personal space when setting up seating areas and provide guests with plenty of leg and arm room. Should the ceremony room be turned around for the meal? Additionally, it doesn't hurt to ask if there are backup generators, especially if you want to like the Super Bowl experienced this year.


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The Top Questions to ask on your Site Visit

event site visit checklist

Is the destination close to the airport? Tips If your organization has held such an event before, check the archives for previous suppliers: if you had a good experience with them in the past, there is a good chance that this good experience will repeat itself. Are they compatible with your event? Convenient location Yet another essential on the site visit checklist, a convenient location will allow all guests to feel relaxed about the event and not concerned with directions or maps. No destination or hotel is a perfect fit for your group, but they all meet your must-haves and seem to be 95% there. Looking to call attention to the location of an event? Can they provide breakfast for the residents? What time can we set up and break down, and what are the rates for this time slot? Can you envision where your guests will be seated and entertained? Call any guests that haven't responded yet. Will the guests need to move around? Also make sure your venue is for all your guests, check for disabled access and lifts are a must.


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Print This Checklist For Your Next Site Visit

event site visit checklist

Do they have restriction on entertainment e. Luckily we love to help and we've put together a handy checklist so you'll have everything you need to find the perfect venue. If not, what are those individual charges? Knowing what kind of area will be available for food prep—and letting the catering company know ahead of time—can limit unforeseen costs later. As already mentioned, visiting your preferred places preferably no more than three is recommended, especially if you do not have a wedding planner to assist you in the early stage of your planning process. Depending on what type of event you are planning, you may find that you either have to be flexible with your event date to get the venue you want or you will have to be flexible with your venue choice in order to get the date you want. Easy accessible restrooms Restrooms should be discreet yet not hidden so that guests will not feel awkward or lost if they need to get up during a presentation to use the bathroom. Flexible floor-plans Flexible floor-plans can be extremely helpful during unexpected issues.

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The Top Questions to ask on your Site Visit

event site visit checklist

Ask for feedback and provide an opportunity to help narrow down your choices. If you're sick of processing event registrations and payments by hand, there's a software that can completely automate the process for you online. Event planners must present their venue recommendations to their client whether that be an internal client like company executives or management or an external client and obtain approvals. Will it be at a different location than the meal? Or are you looking for a slower, more relaxing pace for your attendees? If you prefer to hire your own selection, is it possible? Whether it's a permit for street activity such as closing a street or creating a lane for drop-offs , temporary place of assembly, or building a structure inside a venue, you need to know what's required for your event. Where can vendors and attendees park? Along with the photos or the videos and the notes you have taken during the visits of your preferred venues, you should have now enough information to help decide which one will be the more suitable for your wedding. Getting your guests to the door in a stress-free state will help to kick off your event the right way. They say that the camera never lies, but I think that a massive pitful of the event industry is that venue websites and brochures have a tendency to use misleading images, only highlighting the best parts and purposely missing things like the skip in the middle of the courtyard, the graffiti outside of the conference centre or the dirty old.

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