When selecting a venue for an event, whether you’re a client or an event planner, the site visit is an important step in the decision-making process. Here’s what you should pay attention to during your visit:
1. Space and Layout
Understanding the layout is essential. Think about how guests will move through the space and whether the venue allows for a comfortable flow. Accessibility is also key—make sure that all guests can navigate the venue easily, especially those with mobility needs.
2. Amenities
During your visit, ask about the amenities available on the event day. What’s included in the rental? Are there any additional charges for certain features? It’s also important to know if the venue allows outside catering or if you’ll need to use their in-house team. If using the venue’s catering staff, find out the types of service they offer, such as buffet or plated meals.
3. Catering and Service
If you’re considering in-house catering, take the time to explore the options they provide. The type of service, whether it’s a buffet, plated dinner, or another style, can significantly impact the guest experience. Understanding these details will help you decide if the venue’s catering team is the right fit for your event.
4. Storage and Setup
Storage is an important aspect that often gets overlooked. From a decor and setup perspective, knowing what storage options are available is helpful. If possible, schedule your site visit during a setup for another event. This can give you valuable insights into how efficient and thorough the venue staff is in preparing for events.
5. Observing Efficiency
Watching a setup in progress can be incredibly revealing. It allows you to see how the venue’s team manages time and resources. Are they organized and attentive to details? Observing these aspects can help you feel confident that the venue will meet your needs on the day of your event.
Keeping these points in mind during your site visits will help ensure that you choose a venue that aligns with your event’s needs. A well-chosen venue not only supports the event’s flow and logistics but also enhances the overall experience for everyone involved.
For event planners, these tips can serve as a helpful guide when advising clients on venue selection, ensuring that each event is both memorable and well-executed.