A checklist is the key to conducting a site visit and getting the right information. Currently, the events industry hasn’t been given a definitive answer on when we can resume as we did before, however it always beneficial to have the right tools to prepare for that time. At Why?Events we use a checklist to make sure we ask the right questions from booking the site visit to looking at the actual spaces:
COVID-19 specific considerations
· Venue safety measures
· Review COVID risk assessments
· Labelling and signage in place/required
· Social distancing measures – table layouts, drinks receptions
· New capacity levels
· Attendee requirements
· Facilities in and now out of use
· Restrictions due to COVID – eg live music, background music, catering
· Data capture requirements
Booking the site visit
· Site visit date
· Venue location and address (always check the correct postcode for the site with your contact)
· Onsite parking – request spaces if possible
· Onsite contact (ideally the person you have been dealing with)
· Inform venue whether the client will be present
· Site visit duration
· Site visit confirmation with list of all spaces in writing (to ensure events aren’t taking place in rooms you may want to view)
· Where to go on arrival
Venue specifics
· Ratings and reviews online and amongst peers (check if anyone has worked there before)
· Standard of décor and furniture
· Site layout
· Cleanliness
· Are there any planned changes or refurbishments before the event?
· Location
Event logistics
· Accessible via transport links
· Onsite guest parking
· Onsite crew transport parking
· Event space load in/load out
· Applicable parking fees
· Goods lift size
· Load in doors width and height
· Ceiling heights
· Room capacities vs layouts
· Cloakroom facilities
· Breakout rooms
· Registration area
· Any pillars or guest view blocks to consider in the space
· Doors or access points that can’t be blocked
· Branding opportunities/restrictions
· Lighting
· Soundproofing
· Acoustics
· Temperature control
· Directional signage requirements
· Onsite accommodation/nearby accommodation
· What does a standard bedroom look like? (if onsite)
· Disability access
· Other events taking place during the hire period
· Onsite security
· Onsite first aid
· Any photography/videography restrictions
· Storage
· Production office
Food and beverage
· Quality of menus
· Packages available
· Dietary requirements and how are these identified on the night?
· Service charges
· If external, is there a preferred supplier?
· Any associated fees with bringing in your own supplier
· Crew catering
Audio Visual
· List of vendor-provided AV items
· Quality of available equipment
· AV availability in conference rooms
· On-site AV support on the day of the event
· Rent rates, if applicable, for IT/AV equipment
· Wifi
· Layout of power sockets
· Is there an approved AV supplier?
· Is use of haze permitted? Is a fire marshall required?
Venue agreement
· Space availability
· Venue commissions
· Contract and deposit schedules
· Documents and assessments required (some may require certain levels of PLI)
· Cancellation policy
· Minimum numbers/spend
· Rental charges and what is included as part of the hire?
· Hire timings
· Set up/rehearsal day charges
· Latest time for event close
· Preferred suppliers / charges for using suppliers not on this list
· Restrictions (eg venue dressing, activities, entertainment)
· Any conflicting branding or brand presence (eg. a rival brand sponsors the venue)
Download the Why?Events. checklist to take on your next site visit below.