Everything You Should Put on Your Site Visit Checklist

Do you need a site visit checklist to dot your Is and cross your Ts before your event? At Peerspace, we understand! A site visit and a venue tour are different things. A venue tour is a sales tool designed to give you a quick (and usually visually stunning) overview of the property. On the other hand, a site visit has a more practical purpose: to allow you to dig in and peek around corners.

The person accompanying you on your site visit will be intimately acquainted with the venue and have a great handle on what’s possible (or not). Your site visit checklist should cover specifics about the site itself, event-day logistics, A/V availability, storage, and timing. Having this information in advance will help you to either plan your program accordingly or give you some lead time to find vendors offering those services.

The bottom line: you can work around anything as long as you know what you’re walking into. With that in mind, the following are a few suggestions for items you absolutely should not forget!

1. Choose the perfect spot for your event

Still looking for a venue? Peerspace is the ultimate one-stop spot to find unique getaways for your meeting, retreat, production, or launch party. Our simple search tool helps you to narrow down the field of choices as you research interesting locations in thousands of cities across the globe.

Each venue has its own dedicated listing that includes photos, upfront pricing, a detailed description of amenities and services, and reviews from past renters. This can help steer you away from a space that may not be appropriate for your needs. As icing on the cake, your venue’s local host can connect you with vendors and the hosts, many of whom are happy to offer site visits. 

2. Consider general impressions

You’ll have a chance to revisit some of your initial feelings about the space. How is it set up on the day of your visit? Look at the furniture and flow of the room.

• Are the chairs comfortable and the linens pressed?
• How does the air quality feel — is it a comfortable temperature, and does it smell clean and fresh?
• Is there excess noise in the back hallways, and if so, is it disruptive to the event space?

Pay attention to general cleanliness and upkeep. Of course, realize that if you arrive for your site visit on the day of someone else’s event, you may walk by a space that is in disarray. 

Check out these helpful event planner websites for even more help and resources!

3. Determine A/V capabilities

As you plan your event, think about projection (for presentations), lighting (both adequate for the occasion, as well as specialty lighting for any surprises you may have up your sleeve), and sound (e.g. house system, portable system, various kinds of microphones).

During your site visit, make absolutely certain to understand what is provided in-house. If you’re lucky, they’ll have ideas and solutions you may not have thought of!

4. Sort out electrical, HVAC, and maintenance issues

Find out, generally, if there will be an emergency on-call maintenance person (bonus points if they’re on site!) during your event.

Then, start small and work your way into larger pieces of the puzzle:

• How many outlets are there, and where are they located?
• Will they handle your power requirements?
• And if not, are you permitted to bring in supplemental power? 

This is also the time to ask about the possibility and timing of any construction or renovation/large repair projects that may be in the pipeline. 

5. Think about accessibility

This applies to both general safety as well as ADA. Newer and remodeled facilities are required to adhere to certain accessibility standards, but older buildings and private properties don’t have the same set of rules, necessarily. That is, a second-floor restaurant may officially have an elevator for guests with mobility issues, but that elevator may be designed for freight and located in the kitchen.

On this piece of your site visit checklist, don’t forget to check the bathrooms, too! “Comfort facilities” could make or break the success of an event. Not only do you need to know if there are enough facilities, but how many are accessible to differently-abled people? And are they clean, maintained, and in good repair?

6. Designate an area for parking

Is there enough parking for your guests? Is it indoor or outdoor, reserved or open — and is there an additional fee? By the same token, should you choose to offer transportation to and from the event, your venue host should be able to tell you what kind of vehicle can safely approach the location without the potential for disaster. 

7. Establish a place for receiving and storage

It’s always important to have a safe place to store your stuff! Ask about their process for receiving materials, then request to see the space where your items will be secured. Find out how far in advance you can have items shipped and if there are limitations on size or value.

Planning a business event? Then you need to see our useful corporate event planning tips next!

8. Bring up miscellaneous discussion items

These tangible details aren’t the end of the line! The site visit doesn’t have to stop when you’ve toured the whole property. There are things that you can appropriately discuss and clarify during the site visit that don’t necessarily have to do with the physical space.

Make the most of the time you have with the venue manager, and add a few discussion items to your site visit checklist:

Contract requirements

Clarify deposits, their cancellation policy, and attrition.

Hours of operation

What is the required end time, and at what time do you have to vacate the premises? Note that this will likely apply more to social events than to meetings and retreats, although people can tend to be chatty after a conference, too

Vendors

Does the venue have a list of preferred (or required) third-party vendors? It’s valuable to have that insight. Their list is guaranteed to be vendors who have proven themselves to be professional, reliable, and efficient. 

Insurance

The best way to make certain that nothing will go wrong is to prepare for the worst (and expect the best). Your host should tell you what is in force and what supplemental insurance you’ll have to provide. 

9. Have a back-up

Do not hang your hopes on one location for your event or production before your site visit. This can lead to a potential massive letdown!

Also, have a plan B if you’re unable to perform an in-person site visit. Whether due to logistics or COVID-19 restrictions, there are simply times when you will not be able to have an on-site visit prior to your event or production. Check with the venue and see if they can send a link to a virtual walkthrough, something that is very popular nowadays.

In both cases, Peerspace can help you avert a potential venue disappointment. Since all of our venues have their own listing page, complete with high-def photos, reviews from past users, and a detailed description provided by the host, you already have a great idea of what you’ll walk into.

Plus, many hosts provide links to virtual walkthroughs, Instagram or TikTok pages, etc., to help you visualize the space best. Talk to your space’s host to discuss a virtual walkthrough or similar option if you can’t commit to an in-person site visit, and they will surely be able to help!

Site visit checklist: conclusion

By now, you have every tool at your disposal for a successful site visit checklist. Book a Peerspace venue, so you feel 100% confident in your venue choice, whether you go on an in-person site visit beforehand or not. Remember, attention to detail is the secret to a flawless event!

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