Blurb (long): Before making a decision about which venue you are going to choose for a meeting or event, going on a site inspection can really help. There are a number of factors to consider beforehand and during it, outlined in this article, and if you undertake the correct preparation for the inspection then you’ll find it much easier to gauge the quality of the venue. However, a site inspection isn’t always possible, so this article offers some guidelines for this scenario.

Blurb (short): Before making a decision about which venue you are going to choose for a meeting or event, going on a site inspection can really help. This article outlines factors to consider beforehand and during it.

Offsite Meetings: Site Inspections

Site inspections are an invaluable part of the offsite meeting venue selection process. This is the case whatever size the meeting, but it is especially so when the event is formal or large. Though, in reality, it’s not always possible to hold a site inspection, if you do have the opportunity it is essential that you, as the meeting planner, and the venue representative are both well briefed and have all of the relevant facts, figures and materials to hand.

Meetings are expensive events and so preparation time is vital; otherwise your company could be left with an unexpectedly weighty bill and/or unsuccessful event and you with fuming superiors.

If you think of it simply in numbers, that can help put the value of preparation in the right perspective. Imagine this conference scenario:

• 750 room nights at £100 (0) a night = £75,000 (0,000)
• Food and beverages = £20,000 (,000)
• Total = £95,000 (0,000)
• If you only prepare for ten minutes then you will end up making decisions for £9,500 (,000) per minute!

Issues to Consider Before/During an Inspection:

• Do your homework on your requirements.
• Decide if the destination and the property seem to meet your needs.
• If the venue does seem to be right then put together a document outlines all of your needs and email it to the hotel.
• Confirm that the space is available when you require it, before go on a site inspection.
• Inform the venue of any changes to your needs before you turn up for the inspection.
• Tell the venue staff what areas you’d most like to see.
• Bring a checklist with you.
• Remember to
• During the inspection, gauge the atmosphere and environment of the venue – is it a place you’d like to bring people?
• Inform the venue of your service expectations.

Selecting Without Inspecting

Though a site inspection is invaluable there are times when it isn’t possible or viable. If this is the case then make sure you follow these tips to help make the right selection:

• Network with colleagues and meeting planning organizations for advice on good venues.
• A number of websites, such as www.plansoft.com, are useful and offer virtual tours, and go to the venue website for detailed information. However, websites can be fallible – after all, they’re marketing tools for the venue. Personal advice is perhaps better.

Good luck with your selection!