Driving Event Success Through Pre-Event Venue Site Inspections

Research Guides · 20 Sept 2024

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There are many steps to take when doing event planning. Corporate events call for careful planning, knowing your event objectives and understanding the logistics required to execute the event. One of the core things required for every event is undoubtedly the event venue.

When taking on the task of choosing the right venue to hold corporate events, the event organiser has the vital role to play in establishing how suitable the location is to ensure smooth event management. One of the key ways to ensure so is by heading down to the venue locations and doing an in person survey of the location to understand the space personally.

In this article, we will cover the key reasons why event organisers conducting thorough pre-event venue site inspections is so vital to creating impactful events.

Area and Logistics Assessment

As a part of event planning, it is important to fully know the event’s space and services before concluding that it is the right place for your event. Each event type will have a different event layout and different logistical requirements which may prove challenging. As an event planner and organiser, to know what are the right things you need to make the event a memorable experience you need to have the right understanding of the space and assess that it is the perfect location.

Head down to the venue to have a look at the event area and envision the run-of-show as you inspect it.

Some plausible questions for you to reflect on during planning are:

Is the space sufficient to hold the number of expected attendees?
Can they accommodate the required logistics, such as furniture and equipment?
Are there sufficient amenities and rooms?
How much of the space are we allocated to use?
Are there any other restrictions or required resources needed?

There may be times where event spaces are shared between different events and clients of different industries, so it would be valuable to note down how much of the space is dedicated to your event and find ways to ensure attendees are able to locate you better. This will help you better engage your guests, ensure proper vendor coordination and display professional event management skills.

Building Relationships with Venue Staff

The venues’ employees are crucial to ensuring successful events as they will be involved in the process of event management and event planning as well.

Pre-event communications happen often over online correspondences. While working with the staff this way over time will allow you to familiarise with the way they work, meetings face-to-face will significantly boost rapport between both parties.
These meetings will provide you a clearer idea of the services provided by the venues and understanding of the quality of service that the employees are able to provide to ensure smooth execution of your events. The staff members have the highest understanding of their venue, thus by heading down to the venue to engage with them, they are able to walk you through and address any concerns you may have.

In the event that something is discovered that could bring about potential concerns to the event’s success and execution or would conflict with clients’ requirements, an event organiser should take note of it beforehand. This allows them to weigh the suitability of the location during the planning stage.

Additionally, for an event organiser, planning and execution of multiple events for multiple clients comes with the job. Having long-lasting collaborative relationships with the venue staff will be an advantage in arranging future events with the venue, with more streamlined and familiar workflows, smooth communication and memorable experiences in the event industry.

Understanding the Terms and Conditions

Part of the benefits of meeting the staff is better understanding and confirming the terms and conditions better. A capable event planner thinks in advance to ensure all terms and conditions are in place, as well as work their negotiation skills in certain areas to help keep their event needs transparent and get the venue staff’s advise and support to work through challenging scenarios and evaluate resources.

Here are some examples of terms and conditions for event venue rentals:

Room Rental Fees
Payment Terms
Insurance and Liability
Venue Space Usage Restrictions
Security and Safety Compliance
Setup and Dismantling
Equipment and Service Rentals
Cancellation Policies
Laws and Regulations

Keeping all these in mind will ensure that not only your event day’s event management performs smoothly, but also the pre-event planning and post-event operations as well. At Eventive, we provide a full spectrum of event management services and assure our clients our team will cover all bases to make their events run smoothly.

Navigate the Guest Experience

A good event organiser understands that the attendees are in the centre of determining an event’s success. How one navigates the event will determine how their experience is. Ensuring a smooth meaningful event thus helps with creating an impactful and memorable event.

Event planners need to look at the big picture and view the event from the guests’ point of view to provide the best services to them. The more convenient it is for a guest to go through the event, the better.

Some factors to take note of include:

Signages to the Event Space: When attendees enter the venue, it is important to ensure that there are signages leading them to the event space.
Accessibility: An event organiser needs to consider the ease of access for attendees, be it parking availability, public transport or accessible paths for those with disabilities.
Ample Technical Infrastructure: For events with many attendees, it is important to have a strong technical infrastructure such as a strong Wi-Fi connection that can hold many concurrent users, sufficient power outlets for charging devices for events like industry workshops, and good AV equipment to ensure all audience members can view and hear presentations.
Cleanliness: Inspect if the event space is clean and tidy, consider the upkeep of the venue to ensure the attendees will be in a comfortable environment during the event.

Keeping the guests in mind will help create events that make an impression and help with the inspection process of the venue and overall event management.

Perfect Venue, Perfect Event

Thorough event venue inspections reduce the chances of last-minute surprises occurring that could affect the success of your business’ event. In order to ensure your event runs smoothly, providing the best experience for both clients and attendees, event organisers should familiarise themselves with the event venues as much as possible, ensuring the venue is the right venue to make their corporate events truly successful events.

Looking for a team to help you on your next corporate event?

Eventive is the go to choice for an event company to work on your next corporate event!

With extensive experience in the corporate events industry, Eventive is the one stop service for corporate event planning and event management services. Attending to an array of clients, we guarantee you the best services to get you on the right track for successful events.

Find out what services and comprehensive solutions we can provide you for your next event.

From business meetings to conferences, have a look at our extensive portfolio of events.

Let’s make your next event a successful event together!

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