01/22/2024
When conducting a site visit for event planning, it's essential to gather comprehensive information to ensure the success of your event. Assuming you have confirmed date availability and that it works in budget, here is (non-exhaustive) list of things you won't want to forget to ask your venue contact:
Logistics and Services:
- Ask what is included in the rental fee - furniture, av items, linens, parking etc.
- Inquire about in-house services, such as catering, audiovisual equipment, and technical support. Alternatively, are there vendors they could recommend? Discuss the venue's policies on outside vendors and any restrictions.
- Ask about parking facilities, transportation options, and any logistical support provided by the venue.
- Discuss access points for vendors, attendees, and any special considerations for setup and breakdown.
Facility Layout and Capacity:
- Request a detailed floor plan or layout of the event space. Always bring your tape measure and paper to make rough drawings if you feel it necessary.
- Confirm the venue's capacity to ensure it aligns with your expected number of attendees and your desired event style.
Lastly, I always like to ask whether they can think of anything not yet brought up. You don't know what you don't know! They are in that space every day and know the pain points of the venue.
Remember to document the answers and take notes during the site visit, as this information will be crucial when making decisions and negotiating the final contract with the venue.
OR - ask us how we can help you with site visits and all your event planning needs!
