Do you have some upcoming site visits but aren’t sure how to prepare?
Here are the major things to check off your list when visiting a venue, so when it comes time to choose, you can do so confidently.
When it comes to event planning, selecting the right venue can make or break your event.
This means visiting multiple sites and creating a comparison checklist that includes:
For example, we recently conducted five site visits with a client in Nashville, Tennessee. They were looking for a venue that was situated downtown and close to fun activities. We chose venues that fit the client’s criteria and then toured the locations. Using our comprehensive site visit checklist, we were able to compare all five venues and chose the one that best fit the client’s vision.
The biggest misconception about event planning is that you need to book your venue first.
Many companies believe they should prioritize finding a venue, but this approach is actually counterproductive to your event planning. It's more effective to seek a venue that aligns with your agenda rather than trying to force-fit the agenda into a venue.
Your venue search should be secondary to understanding your:
“When I’m going on a site visit, I’m walking the space as if I’m an attendee and seeing what the space feels like from their perspective.” - Leslie Tarboga, Director of Operations at GoGather
Once you know what you need from your venue, it's time to prepare for the site visit. For us, creating a connection with the venue sales manager is the first step. This ensures the venue grasps our client's needs and can guide the tour accordingly.
It also doesn’t hurt to have some overarching goals in mind in addition to your site selection checklist.
Here are some overall goals to guide your site inspection:
Related: How to choose the right destination for your incentive travel program.
Now that you're prepared for your site visit, use this checklist to ensure you're watching out for the right things during your tour.
Click here for the printable version of the entire site selection checklist.
| Hotel lobby/ public space | Yes/No | Comments |
| Are the check-in staff welcoming and assisting/asking questions as you walk by? | ||
| Is there good flow to guest elevators and function space? | ||
| Are there seating areas in the public space where people can go to talk or make calls? | ||
| Are the restrooms sufficient in size if the hotel is full? | ||
| Are there outdoor areas that are easy to get to for smokers/if someone wants air? |
| Staff | Yes/No | Comments |
| Is the staff welcoming? | ||
| Are there enough staff around to help out if needed? | ||
| In general, is the staff smiling? | ||
| Would the staff go out of their way to make an attendee experience special? | ||
| When you ask a staff member for directions, do they walk you or point you to your destination? |
| Meeting space | Yes/No | Comments |
| Is the general session space large enough? | ||
| Are there any obstructions? (pillars, chandeliers, etc.) | ||
| How is load-in? Is access to the loading dock convenient? | ||
| Does the hotel have readerboards capable of showing logos? | ||
| Will it be easy for attendees to go from one space to the other? |
| Back of house | Yes/No | Comments |
| Are the back hallways swept and mopped? | ||
| Are chairs stacked and other items organized? | ||
| Is the kitchen clean? |
| Guest rooms | Yes/No | Comments |
| Are the rooms recently renovated/updated? | ||
| Are the following in working order: Lights, TV, Faucet, Toilet flush, Shower, Iron, A/C, Alarm clock | ||
| Are the double rooms spacious enough for those sharing? | ||
| Are there enough in-room amenities and towels for those sharing? | ||
| Is there any noticeable exterior noise? |
| Suites | Yes/No | Comments |
| How many suite types are available? | ||
| What are the levels of suite types? | ||
| Is there the right mix of suite types for this group? | ||
| Have suites been renovated recently? | ||
| Can suites be used for small meetings or receptions? |
| Parking (if applicable/have drivers) | Yes/No | Comments |
| Is self-parking available? | ||
| Is there enough self-parking for this group's drive-in requirements? | ||
| Does the hotel have the ability to put self-parking on the master account, if it costs? | ||
| Will there be other groups in-house that might affect the parking situation? |
| Security/ Emergency | Yes/No | Comments |
| Does the hotel have an emergency plan? | ||
| How many security staff are on the clock 24 hours a day? | ||
| Does the property have indoor relocation/outdoor evacuation plans? | ||
| Are exits well-marked and visible in all areas? |
| Overall | Yes/No | Comments |
| Was your first impression positive? | ||
| Is the hotel in overall good condition? | ||
| Are there any major objections to overcome with this hotel? | ||
| What is the normal business mix of the hotel? (group vs leisure/transient) |
A site inspection checklist is a tool used by event planners during visits to potential venues. It serves as a comprehensive guide for evaluating and comparing different event locations.
Booking a site inspection for your event involves a couple of steps. Here's how we typically handle the process:
Yes! The event manager typically attends site visits with the client to be a resource for ideas and ensure all the right questions are being addressed.
Review your site inspection checklist. Go over the strengths and weaknesses of each venue in relation to your event needs. This could include factors like spacious meeting rooms, convenient parking facilities, or F&B.
Prioritize the checklist items based on their importance to your event. Some factors may be non-negotiable, while others could be considered nice-to-have features.
Our initial assessment of a venue involves gauging the feel and practicality of the spaces—such as cleanliness, friendliness, and attentiveness of staff—and the practical aspects of the meeting rooms. This includes ensuring that all facilities not only meet the event needs but are also properly organized and functional.
If you find yourself second-guessing what you remembered from a site visit, check your list! Do your notes mention the space being welcoming? Was the staff helpful? Did they make you feel special? Did the venue go above and beyond? Try to remember your first impression of the venue.
Lots of venues also have virtual tours. Ask your sales representative for more information.
Related: The ultimate meeting planning checklist for your next event.
During a site visit, you will typically be given a tour by the hotel’s sales manager.
After you choose which venue to host your event at, you will then be working with that hotel’s CSM, or client services manager, going forward.
Make sure you narrow down the number of properties you tour to about 4-6 venues to allow enough time for a thorough evaluation of each.
We suggest keeping an eye out for potential deal breakers when selecting an event venue, such as a lack of service orientation among staff. It's crucial to work with venue personnel who are flexible, cooperative, and dedicated to making your event a success.
The way the staff treats you on your site visit is indicative of how they treat attendees at the event program.
Additionally, be aware of any signs of poor hygiene standards or lack of maintenance at a hotel, which can impact the suitability of the venue.
After you’ve completed your site visits and selected the perfect venue for your event, you’ll want to do a follow-up visit to kickstart the planning process.
Check out our article on strategies for your pre-planning site visit to learn more about how to prepare.
We hope that this event planning site visit checklist is helpful. Need more help? Let's chat about how GoGather can help you choose the right venue for your next event.plann