3 Tips for Conducting a Pre-Event Site Visit
Planning big events, from corporate gatherings to personal celebrations, requires a lot of thought. You have to make venue reservations, consider décor options, and schedule your pre-event site inspection.
This is your opportunity to walk the same ground that your attendees will soon tread. It’s the perfect time to gather all the details you need to find a great place for the big day. Remember our tips for conducting a pre-event site visit, and leave no stone unturned during your inspection!
Assess Accessibility and Safety
Your attendees should feel safe and comfortable at your event. During the site visit, make assessments for ADA compliance and emergency exits.
That way, you can avoid hosting an event where some attendees either can’t easily navigate or even enter due to an ADA violation. Emergency exits are particularly important because you need an emergency action plan if something goes wrong. Ideally, that won’t happen, but you must be prepared.
Understand the egress routes, and confirm the sufficiency of security measures. Observe the venue for fire hazards, electrical issues, and other potential dangers. Also, confirm that the venue will comfortably accommodate your anticipated number of guests so you can avoid overcrowding, which can be dangerous.
Observe the Lighting and Acoustics
Assess whether the venue’s ambiance complements your event’s emotional narrative. Doing this requires more than looking at the venue’s architecture and existing décor.
Lighting is one of the most important details to refine for any event. The right light fixtures can bring serenity or excitement to the venue, depending on the arrangement. For example, one of the most helpful tips for creating photo booth lighting setups is evaluating the venue. Looking around the venue gives you an idea of how the light sources interact with the environment.
The right lighting ensures the venue looks great and the photos you take showcase an equal level of beauty. Take note of natural light sources and ambient lighting!
Voice clarity and music quality are also critical, so check the venue’s acoustics. Experiment with audibility, and note any troublesome echoes or dead spots. Both lighting and sound are emotional triggers for attendees and can make or break the event’s atmosphere.
Be Inquisitive, Not Evasive
A pre-event site inspection doesn’t mean you’re aimlessly walking around with a checklist. Be there with a point of contact who can answer questions and show you around the space.
Strike a balance between asking your questions and respecting the day-to-day operations of the venue. The staff’s candid insights can be invaluable, so make them feel heard and appreciated. They can also provide behind-the-scenes nuggets that formal documentation might not, so record these details for future reference in your notes. Develop a standardized note-taking approach that’s clear and intuitive. Finally, use a checklist for standard items and a free-form area for specific observations.
With practice and perseverance, every aspect of the planning process will lead to events that shine in both imagination and precision. Create a checklist, and use these tips to conduct pre-event site visits that help you maximize the potential of the big day, whether it’s a wedding, corporate event, or another exciting gathering.
