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Conducting an effective site inspection

It's always a good idea to inspect your shortlisted venues. It will help you reach a decision on your chosen venue and seeing the physical space you have to work with will also give you a clear idea of how your event could be run.

See below our list of key things to consider when conducting your site inspection:

• Location

Is there adequate signage?
Is there ease of access?
Are there public transport options available?
Is car parking available onsite?
Is the area safe for delegates / guests to explore at night?

• Conference / Event space

Is there easy access to the conference / event space?
Is there adequate signage to the conference / event space?
Are the breakout spaces close to the conference space?
Is there an area for registration?
Is there natural light?
Are there pillars in the conference / event space?
Is there wireless / wired internet access?
Is the space flexible?
Is the area well lit?
What is the standard conference / AV equipment available onsite?
Where is the pre function area?
Is there a selection of menu options?
Is there adequate storage in the conference area?

• Accommodation

Is there easy access to the accommodation floors?
Are the accommodation floors secure after hours?
What are the in-room amenities?
Check in / check out times?
Is there a separate group check in area / procedure?
Is luggage storage available?
Is porterage available?
Would all group accommodation rooms be allocated on the same floor or area?
Are there upgraded room types for any VIP guests?
Is WIFI available in all guest rooms?
Are there interconnecting guest rooms?
Are there a range of room types – Twin, King, Double, suite?

• General

Is there a restaurant / bar onsite?
Is there a pool / fitness centre?
Is there 24 hour security onsite?
Is there a business centre?
Is there WIFI access in public areas?

Some of these aspects may not be of high importance to you, but it is important to begin a site inspection with a clear idea of what is important to you to ensure you are gathering relevant information to assist you in making a decision. Remember, its ok to ask as many questions as you wish and take notes on a site inspection.

 

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