As all Event Profs know, every detail matters in events. From the layout of the venue to the arrival times, each element plays a pivotal role in creating unforgettable experiences. At the heart of this process lies the site inspection – a crucial step that can make or break the success of an event. As experts in venue finding, we understand the significance of site inspections and the intricate approach required to find the perfect venue.

Site inspections are not just about ticking boxes on a checklist, they are about immersing yourself in the atmosphere, envisioning the possibilities, and spotting the finer details that may could go unseen. Check out Conference Executive, Tarnya Heart’s site inspection tips from her years of experience, showing her experience of the art of venue selection.

First impression of the venue

First impressions are often the most telling. As you step into the venue, let your senses guide you. Take note of the atmosphere – is it welcoming, vibrant, or peaceful? Does it align with the tone and theme of your event? Pay attention to the decor, lighting, and overall atmosphere, envisioning how these elements could be transformed to bring your vision to life.

Adaptability of the venue

While aesthetics are undeniably important, functionality and adaptability are equally crucial. Consider the layout of the space – does it match the intended flow of guests and activities? Are there any potential bottlenecks or obstacles that could hinder movement? Visualise the logistics of your event progressing within the venue, ensuring seamless transitions between different areas and activities.

Put yourself in the attendees’ shoes

One of the most overlooked aspects of site inspections is the power of perspective. Do not hesitate to explore the venue from different points – whether it is from the balcony overlooking the main hall or from the stage itself. Each perspective offers valuable insights into the dynamics and sightlines of the space, allowing you to anticipate the experience from the perspective of your attendees.

Get to know the staff

Beyond the physical attributes of the venue, ask questions about the intangible factors that can elevate the overall experience. Chat with the venue staff – are they attentive, knowledgeable, and accommodating? A responsive and supportive venue team can be vital in overcoming challenges – and they can also elevate the guests’ experience and make your job a little easier!

Tarnya says: “When visiting the venue, stay open-minded and flexible, and always expect the unexpected. Sometimes, the most unconventional venues hold hidden gems that can add a touch of magic to your event – whether it is a hidden courtyard, a rooftop terrace, or a charming nook tucked away from the main venue.”

Site inspections are more than just a box-ticking exercise, they are an entire process within themselves, requiring a keen eye, an open mind, and a splash of creativity. With Tarnya’s top tips, you can uncover the perfect venue that sets the stage for unforgettable experiences.

About Tarnya: I joined the team in January 2023 as an account manager I work on Pharma meetings. My background is in hospitality management and as a specialist travel consultant, has provided a strong foundation for understanding the many aspects involved in event planning. Outside of work I have a passion for world travel. I enjoy taking in the sights and sounds of as many different countries as my budget will allow.

Contact Tarnya today to find out more.

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