Site Inspection Checklist: What to Look Out For

A site inspection is your opportunity to understand how your event will work at the venue, so arm yourself with our site inspection checklist to make sure nothing is missed.

We’ve compiled a list of our most important questions to ask yourself, or the venue when conducting a site visit.

Remember to ask searching questions until you get the answers you need. After all you’ll be paying the bill! Here are some of the things you need to consider:

Site Inspection checklist

Event Location

Is the venue easy to find? Is the signage clear?

How far away is the nearest airport and railway station by taxi or bus?

Is there sufficient parking?

Is it in a safe area? If security is required, can the venue meet these needs?

The Venue

Does the venue look welcoming, attractive and clean?

Are there plenty of staff in the reception area to check-in or help and direct guests?

Is it clear where the meeting rooms are and how will they be signed?

Registration Area

Where will this be located and is there adequate storage?

Is there enough space for staff and attendees? Is it a private area or will people attending other events be passing through?

Do you need a telephone, power points and internet connection?

The Meeting Room(s)

Which floor is it on and how will attendees get there?

Does it meet the size and layout requirements?

Are the breakout rooms close to the main meeting room?

What equipment is in the room and is there space for additional production equipment to be brought in?

How easy is the access to bring equipment into the meeting rooms?

Are the chairs comfortable, what size are the tables?

Is water provided for the delegates and what is included in the package?

Where do attendees leave their coats and bags?

Where are the nearest toilets?

Is the venue fully accessible for disabled delegates?

Check extra facilities such as lighting, soundproofing, air conditioning, power supply, wi-fi, ceiling height, door aperture and if there are any pillars to get in the way.

Catering

How many tea/coffee breaks are there and where will they be served?

Where will lunch be served and how easy is it for the attendees to get there?

Are the corridors an adequate size for the delegates to move around?

Is the standard of food good, is there a choice of menu? (Top Tip: Have a meal and try different dishes before committing to a delicious dish for the event)

What options are there for special diets?

Can the restaurant accommodate special dietary requirements?

Are drinks included in the menu price or extra?

Are there plenty of staff to serve the food quickly?

How many food stations will there be?

Bedrooms

How many are there and what sizing options are on offer??

Are they clean and well-maintained? Is there disabled access?

Are there designated smoking and non-smoking rooms?

What time can attendees check in and out?

Are the lifts, fire exits, and stairs all in order?

Technology

Is the Wi-Fi able to cope with everyone bringing 2-3 devices with them?

Will the speakers do any live streaming and what do you need to make sure you have a fast, reliable connection?

Other

Are the staff friendly and helpful?

When were the venue/meeting room/bedrooms last renovated?

Are there any refurbishments due?

Have any of your competitors booked a meeting at the venue on the same date?

Is there a gym/swimming pool/golf course or other leisure facilities and are there additional charges to use them?

Is there a business centre and what other services are available for guests?

Who is trained in First Aid and where are the nearest medical and dental facilities?

What are the venue’s insurance and crisis management procedures? Take a look at our article on Security and Risk for more information.

What are the venue’s standards of service? (Top Tip: make sure that these are incorporated in the contract)

Remember the venue represents your organisation and you need to make sure it upholds your standards and reputation. A well-run and enjoyable event can only enhance your company’s image. Ensuring you have done all of these checks before booking will streamline your event’s planning process, and save you time overall.

We’re always happy to help with venue procurement and advice to make your event a success, so contact us.