• Why?Events.

Why?Events. Site Visit Checklist

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.

Why?Events. Site Visit Checklist
Download PDF • 416KB

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