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. Here is our checklist on what you should be looking for during a 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 are 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.

Should you need further guidance on conducting an effective site inspeciton, give one of the expert venue consultantsat My Venue Finder a call. Weare passionate about making every event a success. If you need advice or assistance at any point in the planning process we are more than happy to help. For more information on our service please visit our website www.myvenuefinder.com.au