More Than a Protocol: 4 Reasons to Never Skip the Site Visit

After a grueling few years of Zoom meetings, conference calls, and remote work, your event attendees deserve an experience that they can marvel at for months to come. Luckily, the perfect event does exist, along with the perfect venue to host your well-deserving guests.

When it comes to planning a perfect event, one of the most important steps is to secure the perfect setting. There’s no substitution for scouting out a venue in person, and all too often, planners and clients find reasons to skip this crucial step. Read on for four important reasons never to skip the site visit, along with actionable tips on how to make the most of it.

1. A better understanding of your venue

It's important to thoroughly inspect a venue before you sign a contract or agree to any terms. It's possible that the property won't look exactly like it does in the photos, and their website information usually needs an update. So, the best way to ensure a seamless location is to experience it through your own eyes.

At this year's Site Global 2023 conference, one speaker noted: “Treat your site visit as a pre-program experience. It’s important to experience everything the venue and destination have to offer so you can plan the best experience for your guests.” Is the hotel as clean or as well- staffed as it promises? Do the meeting space and venue grounds meet your expectations? Does the pool look as lounge-worthy as it does in the photos? How are the onsite staff—friendly and attentive or rude and uninviting?

We suggest bringing a list of questions so that you don't miss anything important. To help you get started, here are a few questions to consider:

• Is the venue within close proximity to the airport? What is the travel time like?
• Is parking available for anyone that might be driving? Is the hotel well-staffed?
• What kinds of activities or amenities does the hotel offer? Can you have an onsite tasting to evaluate the food?
• Does the meeting space meet your needs? Are there enough breakout rooms, or will you need to reuse any of the meeting spaces? What is the location and proximity of the meeting rooms?
• Does the hotel’s cleanliness meet your standards? Is the property new, renovated, or dated?

Keep in mind that you want this to be a memorable and enjoyable experience for your attendees, so anything that causes stress, or is simply an eyesore, is something to look out for.

2. The site visit acts as an insurance policy

We believe the best way to manage potential risk is to experience it firsthand. Part of what makes a site inspection so invaluable is the chance to check in on risk factors that can’t be communicated through phone or email. Here are some suggestions on what to look out for:

• Ensuring an adequate amount of space, from capacity to the overall room layout
  • The meeting room size, capacity, and layout can differ from what you see online and in photos
• What is the airport arrival like?
• When traveling abroad, it’s critical to understand the airport arrival process and expectations to provide attendees with specific and safe instructions
• Potential technical issues: Poor Wi-Fi connectivity or insufficient electrical outlets and lighting
• Better insight on potential function space that was not initially offered or communicated
• Noise and traffic: nearby or onsite construction, heavy traffic, or a chaotic atmosphere
• Accessibility and proximity to nearby attractions, activities, and emergency facilities
• Social and cultural considerations: Local customs or language barriers
• And much more!

A site visit can help identify potential problems and challenges, allowing you to proactively address them and ensure a successful and enjoyable experience. Most importantly, it provides you with better leverage when negotiating the final contract, or needing to re-visit the current contract due to concerns that may arise. The point is—it practically pays for itself and saves you big in the long run!

3. Encourages stronger relationships

Building strong business relationships is important no matter the occasion, and it’s no different when it comes to working with a venue. Meeting with the staff on-site can help strengthen your relationship, build rapport, and improve communication—all of which lead to better pre-planning and onsite execution.

Pro tip: Make an effort to get to know your local CVB (Convention and Visitors Bureau). The CVB is a non-profit organization that provides information and resources to the hospitality and tourism industry—a quick Google search will lead you to any CVBs that exist in the area.

These organizations are well-connected in their communities and have the best information on tourist attractions, local dining, venues, and more. As a bonus, they often have the ability to support the site visit from a financial and itinerary standpoint!

4. Enhances creativity

Site visits can prevent logistical problems, yes, but they also allow you to plan with peace of mind and some added creativity. After a site inspection, you’ll have a better understanding of the overall flow of the venue and the best features to include for your soon-to-be beaming attendees. We highly encourage working with experienced event professionals who know what to look out for during the site selection and site visit process—saving you valuable time, effort, and overall cost savings.

For more information on planning your corporate event, sales incentive trip, or sales meeting, contact us at: team@a2ecomms.com