My Top #7 Questions for Your Venue Site Visit Checklist

JudithRafferty
11 minutes ago
3 min read

Think again if think you don’t need a venue site visit checklist. Because even the most experienced corporate event bookers have been there. You think you’ve found the right venue. The website looks amazing. The Sales Manager is your NBF. And the rates look budget-friendly. Then you visit in person…

· The cloakroom is the size of a cereal box

· The WiFi lags when someone breathes near the router

· The loading bay is a rumour

A site visit saves the day. But only when you arrive armed with a well thought out venue site visit checklist.

So, keep swiping for your no-nonsense guide on how to choose a corporate event venue. It’s chockfull of corporate venue visit tips to keep them on their toes and your event on track.

A young oriental uniformed female hotel staff member directing young female guest woth a trolley.

#1 Venue Site Visit Checklist Question - Transport and Guest Flow

Corporate event logistics really matters for both guest experience and, crucially, attendance levels. This is why your venue site visit checklist needs to explore how simple (or not) arrival will be for every attendee.

Questions to ask:

· How far is the venue from public transport and what’s travel frequency like?

· Is the parking layout suitable for peak arrival times?

· What are the costs and concessionary rates for delegates and VIPs?

#2 Entrances, Exits and Accessibility

A smooth start assures guests they’re in safe hands. So, include the entrance route and movement through the space on your event planning checklist.

Questions to ask:

· Are all entrances level or step-free?

· Are lifts reliable and easy to find?

· What are the access times and height limits for supplier load in and get out?

A young uniformed female hotel staff member hoding up a map with a young male businessman askimg questions on his venue site visit checklist.

#3 Catering Arrangements

Bar queues and slow food service are among the guiltiest culprits for putting you behind schedule. So, pop a walk through the back and front of house on your venue site visit checklist, for clear insight into how service will feel on the day.

Questions to ask:

· How many and where will service points be?

· How far is the kitchen?

· Are there any restrictions on catering style or service timings?

#4 Toilets

Not the most glamorous feature of your conference or gala dinner. But guests remember the toilets. Always. And everyone judges them.

Questions to ask:

· How many toilets are there for your expected numbers?

· Are the facilities spotless?

· Are there alternative routes to avoid queues at break times?

A woman with long brown hair, a black leather jacket, a navy and white striped skirt and white pumps, with two suitcases, opening the floor to celing curtains in her hotel room.

#5 AV and WiFi

Technical issues can cause serious headaches and be challenging to troubleshoot on the spot. For these reasons, a short, firm conversation now can protect your sanity later.

Questions to ask:

· What’s included in the hire, what needs to be pre-booked as extra, and what needs to be hired in from external suppliers?

· How fast and stable is the WiFi with a full delegate load?

· Are there volume rules or time limits for amplified sound?

#6 Branding Opportunities

A venue with lots of flexible branding space enables you to really customise your events, besides opening up an additional revenue stream for partner branding.

Questions to ask:

· Where can signage, stands and poster boards be placed?

· Are there restrictions?

· Is anywhere out of bounds for branding, or specific types of branded collateral?

A woman with short dark curly hair being handed her hotel room key by a young male receptionist with short dark hair and a yellow jumper.

#7 Hidden Costs and Contract Details - A Biggie for Your Event Planning Checklist

Nothing sours an event and a supplier relationship like a surprise invoice. One of our top corporate venues visit tips is to have a clear pricing conversation upfront to manage expectations and keep your budget intact.

Questions to ask:

· What’s included in the quoted rate - and what isn’t?

· Are security, cleaning or additional hours charged separately?

· What’s the required payment schedule?

How to Choose a Corporate Event Venue Without the Guesswork

At the Venue Hunters, our FREE venue finding service and event planner support handle the heavy lifting and potentially missed questions. We:

· Compare options

· Flag risks

· Secure strong rates through our bulk buying power

· Save you hours of admin

Get in touch with your event brief, and we’ll line up vetted venues to suit your needs, your stakeholders, and your budget.

We’ll even arrange site visits for you at your shortlisted venues, and help you prepare a solid venue site visit checklist so you any potential dealbreakers don’t get overlooked.