Site Inspection
An in-person visit to evaluate a potential event venue before committing to a contract.
Definition
A site inspection (or site visit) is an in-person evaluation of a potential venue before contracting. Planners assess meeting spaces, accommodations, F&B facilities, AV capabilities, accessibility, surrounding area, and overall fit for their event. It's the opportunity to verify that marketing materials match reality.
Thorough site inspections include detailed measurements, photo documentation, staff interviews, and scenario walkthroughs. Inspecting during a similar event can reveal how the venue performs under actual conditions.
Why It Matters
Photos and floor plans can't capture everything—sight lines, acoustic issues, staff professionalism, and neighborhood character require in-person assessment. Discovering problems after contracting creates expensive complications.
Site inspections also build relationships with venue staff and demonstrate seriousness that can improve negotiating position and service commitment.
Examples in Practice
A site inspection reveals the "harbor view ballroom" actually overlooks a parking structure, prompting venue removal from consideration.
A planner's inspection during another event reveals slow service and unprofessional staff, avoiding a potentially disastrous choice.
Detailed site visit documentation helps production teams plan precisely, reducing day-of surprises and setup issues.