It doesn’t matter what type of experience you’re creating for an event—mushing in Muskoka, unwinding at the Ancient Cedars Spa in the wilds of BC, or hanging 356 metres in the air at the CN Tower’s EdgeWalk…one of the most important elements in designing a successful event is conducting a thorough in-person site check. Visiting a prospective site enables you to determine if a venue is appropriate for your event and, it gives you the opportunity to tackle potential hiccups prior to implementation.
In the quest to find the perfect venue here’s JGK’s Top 4 Site Inspection Tips:
- Research, Research & Research.
Before you hit the road for a site inspection, know the specifics about a venue, surrounding area and read the online reviews. Being well-informed can save you time and keep a project on budget. - Create a Customized Site Checklist.
All events are different so it’s important to have a comprehensive site checklist tailored to your client’s needs. It’s all about the details—accommodation, facility services, marketing support material placement to scenic photo opportunities…it’s a lot to remember! A site checklist allows you to make an informed decision and is a must for organization—especially if an event involves multiple sites. - Location Integration.
Showcase local attractions—arts, entertainment, culture, activities as well as the hotspots for food and beverages. A combination of these elements captures the community flavour which helps to create the ‘brand vibe’ for an event experience. An in-person visit will confirm the location has ‘the feel’ your client wants and, it will give you a chance to develop relationships with the people you’ll be working with on event day. - Test Drive the Logistics.
A site check is invaluable because it allows you to see ‘up close and personal,’ and experience first-hand how the logistics of an event should roll out for attendees. From their arrival at the airport, every twist and turn of a drive route, to the moment their head hits the pillow. Think of it as…test driving a venue’s services, their food, the roads, all of which provides you with the opportunity to tweak, polish and prefect the logistics prior to launch.
Behind every well designed and executed event is someone driving the logistics and this seasoned driver will sign-off by reiterating…never, ever, skip the site check; the success of your event rides on it.
