Conducting a Site Inspection for an Event

To be able to make a more informed decision on the suitability of a venue, it'll usually require the event manager to conduct a site inspection before booking the venue. Here are some of the things that an event manager will need to do:

• Research well - Do a little bit of research on the venue and find out about the types of events that were previously held at the venue. A quick study of the venue will give you a better idea on the suitability of the venue for your type of event.

• Know the Event - Before you go for the site inspection, ensure that you are well informed about all the client's requirements for you to better assess if the venue is suitable.

• Know the environment - This is especially critical if you are holding an outdoor event. You need to ensure that the venue selected is suitable for your outdoor event.

• Know the showcase - Ensure that you know exactly what products will be showcased at the event and the venue requirements. Are there any highly flammable products on display? If heavy machinery is involved, what is the maximum floor load? If big objects are on showcase, what is the width of the entrance? What is the amount of space you have planned for each of the exhibit?

• Know what you need - What are the logistical support you would require from the venue? Would you require multiple water points (especially for food related events), high voltages (especially for high tech events), able of have a longer set up period (especially for mega events with many exhibits), etc.

• Have a good understanding of the venue. Read up on the venue and its specifications and limitations

• Decide what are your event requirements so that you know what to look out for during the site inspection.

• Determine if the venue is suitable based on your event requirements and list down specific questions or doubts that you will need to clarify with the venue owner.

• Inform the venue owner specifically what you would like to see/inspect so that prior arrangements can be made. This is especially important as sometimes the rooms which you wish to view might be occupied and special arrangements will need to be made with the occupant of the room for viewing.

• Ensure that you bring all the necessary tools such as tape measure, camera, etc.

• Ensure that you request for a guide book of the venue so that you can go back to have a closer read especially of the rules and regulations.

• Reconfirm that the venue is available on the dates that you have requested. If you need time to set up, remember to factor that in as well.

• Check the dimensions of the venue to ensure that it fits with your quirements
  Find out about any restrictions which the venue might have such as height limit, maximum floor load ,etc as well as any licenses and permits that you would require to apply for e.g. for pyrotechnics.

• Clarify issues such as allowed time for setup, access to the hall during setup and move out time.

• Find out the type of event that is taking place just before the event. This will determine if they will be able to move out of the venue in time for you to move in and if there are any quick turn around the venue owners will need to do before they hand over the venue to you.

• Find out about additional costs incurred e.g. to engage the technicians to tap more electrical points, etc.

• Inspect the loading bay to ensure accessibility and that it is sufficient / suitable for your event.