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| How
to Perform a Site Inspection Like a Pro |
by
Andrea Pellettiere
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When
a professional meeting, event or conference
planner goes to evaluate the suitability of a
venue for a client this is called a site
inspection. There are three basic areas to be
considered:
Appearance and accessibility of the location
Service and quality of catering
Amenities and special features.
Without a doubt, choosing a venue for your
affair is the most significant aspect of the
event planning process. No venue=no event.
Choosing the proper setting for your
organization is of paramount importance. If
you find yourself in a position where you are
unable to have a professional planner perform
a venue inspection for you, the following
checklists should get you started.
Appearance & Accessibility (Outside)
When you initially approach the building, is
the façade well maintained and pleasing to
the eye? Is there someone available to greet
you at the door and direct you where you need
to go?
Is the location centered and roughly
equidistant from the areas from which your
guests will be traveling?
Is parking available for all of your guests?
If not, is there a parking alternative outside
the facility?
Appearance & Accessibility (Inside)
As you move inside, what is your impression of
the inside of the facility? Wallpaper and
paint well maintained? Carpets and floors
clean?
Are there tables and chairs lying about from
previous functions? At the very least, tables
and chairs should stacked neatly and out of
the way.
How far is the actual room where the event
will be held from the entrance?
Will the room itself be spacious enough to
accommodate all of your guests and still have
room for at least ten more should your count
unexpectantly increase?
Does the room have a built in sound system (if
applicable)? Does the facility have in- house
audiovisual equipment or will you need
equipment from a rental agency?
Is the room clean and in good repair?
Wallpaper and carpets well maintained? Any
visible cracks, stains or tears?
Is the room well lit? If you need to darken
the room for a presentation, make sure that
the lights are adjustable.
Is there room for a registration or display
table if applicable?
Service & Catering
What entrance do the waiters use to come in to
set up the food? Make sure to stipulate that
the catering tables be placed in a position
where the waiters and guests will be able to
have access, but also in a position where the
wait staff will not have to pass in front of
your speaker if they need to set-up during
your program. (If you don't have a speaker
presentation, this, of course, is a moot
point.) The facility manager can assist you in
making a decision.
How receptive was the staff to your request to
view the facility? Were they pleasant and
courteous? Did the facility manager greet you
with a handshake and a smile upon your arrival
at the venue?
Sometimes catering or banquet halls have an
adjoining restaurant. This is a perfect
opportunity to sample the facility's cuisine.
Observe the attitude of the wait staff towards
their customers. Do they seem pleasant and
attentive? Are their uniforms neatly pressed?
How often do they come back to check on your
table? This is a fairly reliable indicator of
the service that you will receive on the day
of your event.
If the facility does not have an adjoining
restaurant, you are perfectly within your
rights to request a small sample tasting. Most
facility managers should be happy to oblige.
Amenities & Special Features
Amenities may include any number of items such
as a built in sound system, in house
audiovisual equipment, valet parking,
complementary floral arrangements, a mystery
dinner theater or any special perk that sets
that venue apart from others. It may be
helpful for you to make a list of these
features, so that you can compare the various
sites that you have inspected.
No facility is perfect. If you look hard
enough, you are bound to find some small flaw
in service or in the maintenance of the
building. Use the following checklists as a
guide for evaluating the facility as a whole.
Don't drive yourself crazy looking for every
rip and tear! Only you can decide what type of
venue is right for your event. If you are
fortunate enough to find a venue that meets
all of your requirements and fits within your
budget, you've hit the goldmine! However, this
may not always be the case and some form of
compromise may be required. For instance, you
may choose one venue over another because it
is more conveniently located for your guests,
although you may have felt that the other site
was more elegant. Only you can determine what
factors will come into play when making your
final decision.
Just remember the basics. The following should
never be compromised:
1. Cleanliness and proper maintenance of the
facility both inside and outside.
2. Convenience and accessibility of location.
3. Attentive and courteous service.
4. Quality and presentation of catering.
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| About
the Author |
Andrea
has over ten years of experience in the
hospitality and events industry. She is the
founder of Eleganza Meetings, Events &
Conferences Inc., a full service agency
offering meeting, event and conference
planning resources.
Andrea will also be launching
allaboutsmallbiz.com, a website geared towards
fellow small business owners.
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