How to Perform a Site Inspection Like a Pro

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.

• When you initially approach the building, is the fasade 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?

• 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?

• 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.

Andrea Pellettiere has over ten years of experience in the events and hospitality industry. She is a small business owner and the founder of Eleganza Meetings, Events and Conferences Inc., a full service agency providing a wealth of meeting, event and conference planning resources.

Andrea will also be launching allaboutsmallbiz.com, a website containing articles, resources and expert advice for small business owners.

For more information about Eleganza, please visit http://eleganzaevents.tripod.com