The site inspection checklist for event planners is a tool that helps them determine if the venue fits their client’s requirements. It guides them on what to check for and avoid overlooking any important item that is crucial to the success of the event.
Lumiform enables you to conduct digital inspections via app easier than ever before.
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A pre-event site inspection helps event planners finalize a site or location for an upcoming event. Through a checklist, they are able to discover the limitations and benefits of a location, leading them to make more informed decisions so the rest of the planning can go on smoothly.
With an extensive event venue inspection checklist, event planners keep tabs on the littlest details, eliminating all possible problems from the planning process. They are prepared for all eventualities and can assess any possible risks or shortcomings of a location on the spot. Having assessed a location also supports the further planning of the event and the checklist can be consulted all throughout the staging process.
When creating a site inspection checklist, you need to consider timing, external reviews, and inspection fees in order to be prepared for everything and stay in control of operations.
Depending on the event you are planning there are different things to look out for in every venue, but there are important things to consider that can be applied to almost any location. We have listed out 5 questions you should ask during your site inspection in order to make sure you have all the basic information that is necessary for the successful staging of an event.
Most venues, especially the big ones, have a specified legal capacity limit. Knowing this helps you adjust your guest list early on in the planning process and avoid any last-minute cancellations.
This information is critical when ticket sales are included. Having an idea about the seat limitations helps you save up on the cost of the merchandise.
Ask the site manager about the required permits for the venue and the event you're going to hold. Thus, you have an idea of what permits to process and secure before moving forward.
The reputation of the vendors you're doing business with is also important. Ask the opinions of other planners regarding the vendor to save you from a lot of headaches later on, make connections and involve other people. A reputable vendor will even assist you with your needs.
Your production and planning crew needs a place to store their paraphernalia. Thus, the accessibility of the storage area of the event venue is essential. If a storage area is not available, create a plan on how to set up a stockroom near the main site without disturbing the overall layout.
Anticipate delays and power outages that can extend the event. Does the vendor have some solution for this? Ask how late an event can run without incurring extra charges.
Before going to the venue, connect with at least three other event planners to gain insider information you might need during the site visit. Ask questions to gain more information that is not included in the materials you already have. Do your research as best as you can and make sure to ask the important questions.
Aside from these, there are other things you need to prepare:
Lumiform’s audit and checklist app helps you perform a variety of quality inspections on the go from your smartphone or tablet - online or offline. Create checklists for your entire event planning processes and use a pre-event site inspection checklist to collect data in the field and while you’re on the go in order to plan the best event possible.