What essentials to check during the Site Visit

Being an event manager you have to become master of all things and rule whole event process. When event start you visit should check the venue before time. You must be familiar with all problems and troubles of place. Before signing any agreement go and trip the site yourself. Make a small checklist before going to venue and mark all items that you think necessary for event conduction.

Also keep contact information and all important documents about the manager and owner of the event. In case of any complexities you can call back and refer back to the owner of restaurant and hotel. Your check list must include the items about hotel services, facilities, food, drinks and parking issues. Adjust much time to visit the site in your schedule.

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Ask about promotion services:

When you meet with the owner of sale manager of hotel then ask them will they allow you promotion of event on site. Sales manager will tell you about the following limitations he have:

Place to display any sign, ads or banners for promotion
Rules and restriction to display any content and information
Availability of information provider person or helper
Availability of business center in hotel
Transport and delivery of services
Phones in meeting rooms, dining halls and rest rooms.

Check the facilities:

Venue should be in update condition and facility provider should be able to foresee any problem can solve it out. Check the following items

Place of parking areas, grounds and lawns
Carpet, paint and glass of meeting and dining rooms
Condition of cooling and heating
Size of room and halls to adjust guests
Modification to change number of tables and chairs
Visual and audio obstructions in room
Lightning system of the room
How room can control natural sunlight
No noise destruction in hall
Venue far from kitchen
Place of store room
Place of medical room
Cross ventilation in room

Check about audio/visual:

Almost all event venues provides equipment of audio and video confirm the following things

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Wireless internet facility in room
Standing microphones
Projectors and hand remotes
LED, flat screens or speakers for entertainment
Erasers, white board and marker

Determine all catering options:

There is no final menu that is good for event conduction. Venue manager can give you many options and suggestions but there must be flexibility in the choice of food menu. Do confirm the following things: