When you are deciding on spaces to rent for hosting your event, there is so much more that goes into it than just the look and feel of the venue. A successful site inspection is filled with thoughtful questions and pinpointed requests, and the easiest way to keep track of everything is through an inspection checklist. What is a site inspection checklist you may be asking? It’s a list that keeps all of your thoughts and questions focused and organized, so that you can compare all of the venues you tour side by side.

Why do event planners need a site inspection checklist?

A site inspection checklist is a very valuable tool that event planners use because it helps them remember every detail, no matter how small it may have seemed at the time. It’s easy to forget things once we leave a space and trying to remember details a few days later could leave gaps in your recollection. It also helps to keep a streamlined process for comparison against other venues and can be very useful to reference in the future. 

How to set up a successful site inspection?

1. Scheduling

You’ll first want to reach out to the sales coordinator or event management companies at the venues to set up a meeting for a site inspection. You will want to make sure you are visiting venues early before your event to give you time to prepare. We recommend a few months out so you have time to narrow down your options and make a few more visits to the venue as it gets closer to your event.

2. Prepare

When you book a venue for an event, you always want to be prepared. Make sure you have your checklist pulled together and on your person so the visit goes as smoothly as possible. We always recommend doing some preliminary research ahead of time so you know what to ask and look for. Take note of how you feel throughout the visit too. Rushed? Relaxed? Excited? Disappointed? This will tell you a lot.

3. Ask Thoughtful Questions

When you are in-person, be present and ask thoughtful questions. You will want to make sure you come with questions that will help you navigate the venue and if this space will help you reach your goals or not. Will this venue work with your target audience? Do you have a specific attraction at your event that you need to see if it’s doable at the venue? These questions will set you up for success.

4. Research

Like we mentioned earlier, do your research ahead of time. It’s important to research where the venue is located and what type of parking is around? Will it be easy for your guests to get there? What does the capacity of the venue look like and is this compatible with the size of event you want to have? Doing research ahead of time will alleviate moments of uncertainty at your visit.

5. Ask Other Event Planners

We always say it’s about who you know, so pull on your resources! If you have other friends and colleagues in the event space, ask them questions and about their past experiences. It always makes it so much easier when you turn to someone who has experienced this before. And more often than not, people are always happy to help.

6. Know What You Want

Finally, know what you want to see going into the visit and what you don’t want to see. If you are looking at venues in Los Angeles and you want an outdoor patio or rooftop space, make sure the person giving you the tour knows that ahead of time. If you see the venue has back rooms but you are not going to use them for your event, maybe let them know you can skip that.

At Piovra Group, we always want to make your life as easy as  possible when it comes to the event space. We hope this guide for site inspections helps you as you begin to plan your next event.

Frequently Asked Questions (FAQs):

Q: Should I come with a mapped out checklist or are bullet points okay?
A: We recommend an official checklist that you can use over and over again in the future. This will streamline your process and very easily help you compare between venues.

Q: If I can’t set up a meeting until a month or two before my event, is it too late?
A: Not necessarily. If you have a great venue, with a team who is organized and on top of things, you may be able to pull off your event in a shorter timeline.

Q: If I’m not sure what I want going into the venue, what would you suggest I do?
A: Questions, questions and more questions. The more you ask, the more you will start to figure out what you’re looking for and what you want for your event.