Choosing the right venue can make or break your event. Whether you're planning a large conference, a corporate retreat, or a fundraising gala, the site visit is your opportunity to ensure the space aligns with your event goals, guest experience, and logistical needs. But a successful venue visit is more than a walk-through — it’s a strategic moment that can save you time, money, and last-minute surprises down the line.
Here’s how to make the most of your venue site visit:
1. Set Clear Objectives Before You Go
Before stepping foot on the property, outline your priorities. Are you confirming capacity? Reviewing access points? Testing AV capabilities? Having a clear checklist of what you want to assess ensures you don’t miss critical details.
Pro Tip: Share your agenda with the venue contact beforehand. It helps them prepare answers, documentation, and personnel to make the visit more productive.
2. Bring the Right People
Who joins the site visit matters. Ideally, your team should include stakeholders from operations, A/V, catering, or anyone responsible for major event components. Having key players present allows real-time decision-making and prevents miscommunication later.
If your team can’t be there in person, schedule a live video call during your walkthrough or take detailed video and photos to share afterward.
3. Evaluate the Guest Experience from Arrival to Departure
Put yourself in your attendees’ shoes. Start at the parking lot or public transportation drop-off. Is signage clear? Are the walkways accessible? What is the registration or check-in experience like?
Walk the full path your guests will take — from arrival and registration, to breakout sessions, restrooms, food stations, and networking areas. This perspective helps you identify flow issues or overlooked needs like seating areas, charging stations, or directional signage.
4. Confirm Technology and AV Details
Technology can be one of the most expensive and error-prone aspects of an event. During your site visit:
Ask for a tech demo of built-in A/V equipment
Confirm Wi-Fi bandwidth and dead zones
Discuss backup plans for power or tech failure
Review load-in and tech rehearsal access
Don’t just take a checklist — bring your AV partner or vendor to ask the right questions and test the setup if possible.
5. Ask About Staffing, Security, and Emergency Protocols
Beyond aesthetics and tech, it’s important to understand how the venue supports you behind the scenes. Ask:
How many staff will be onsite during the event?
Who is your point of contact the day-of?
What are the venue’s emergency procedures?
Are there any union labor rules or preferred vendors?
These questions may feel logistical, but they impact your timeline, costs, and ability to respond in real-time.
6. Document Everything
Take detailed notes, videos, and photos — not just of the space, but signage, entrance areas, lighting, and anything that could impact your event design. Visual records help your team and vendors visualize the event and align on execution. It also helps if you’re comparing multiple venues later.
7. Clarify Next Steps and Timeline
Before leaving, confirm:
When your hold or contract decision is due
What dates are available for load-in/load-out
If there are any recent or upcoming renovations
Who your contact person will be for planning moving forward
Leaving with a clear roadmap helps you stay organized and move quickly when it’s time to sign or negotiate.
A site visit is your chance to go beyond the brochure and uncover the realities of working with a venue. By being prepared, strategic, and collaborative, you’ll ensure your event logistics are tight, your guest experience is seamless, and your stress is significantly reduced.
Need help planning or conducting a thorough venue site visit? At Riggs & Co, we help organizations evaluate venues with a sharp eye and decades of experience. Book a consultation today and let us guide you through your next high-stakes site visit.