How can you conduct a successful site visit for a conference venue?

2 Do your research

A site visit is not a substitute for doing your homework. You should gather as much information as possible about the venue before you arrive. Check their website, social media, reviews, and testimonials for details and feedback. Contact the venue coordinator and request a proposal that outlines the features, benefits, and costs of the venue. Compare the proposal with your budget, goals, and requirements. Identify any gaps, issues, or concerns that you need to address during the site visit.

3 Prepare a checklist

A checklist is an invaluable tool for organizing a site visit and ensuring that nothing important is missed. You should create a checklist tailored to your objectives, research, and preferences. This should include the location, accessibility, and parking of the venue; the size, shape, and configuration of the meeting rooms, breakout areas, and exhibition spaces; the availability, compatibility, and reliability of audiovisual equipment, internet connection, and power outlets; the quality, variety, and flexibility of catering, beverage, and entertainment options; the cleanliness, comfort, and functionality of accommodation, restrooms, and storage facilities; the professionalism, responsiveness, and friendliness of venue staff and managers; as well as details on terms, conditions, fees of the contract, cancellation policy, and liability insurance.

4 Schedule your visit

A site visit can take anywhere from a few hours to a full day, depending on the size and complexity of the venue. You should schedule your visit well in advance and confirm it with the venue coordinator. Choose a date and time that suits your availability and that of the venue. Avoid peak hours, holidays, or weekends when the venue might be busy, noisy, or unavailable. Ask the venue coordinator to arrange a guided tour, a meeting, and a tasting session if applicable. Allow enough time for each activity and for traveling between different locations.

6 Follow up

A site visit is not the end of the process. You should follow up with the venue coordinator after your visit to thank them, clarify any doubts, and negotiate any changes. You should also review your notes, photos, and videos and compare them with your objectives, research, and checklist. You should evaluate the pros and cons of the venue and decide if it meets your needs and expectations. If you are satisfied, you can proceed to sign the contract and confirm the booking. If you are not, you can look for other options or repeat the site visit if necessary.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?