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Your Complete Guide to Successful Wedding Venue Site Tours

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Wedding Spot

By wedding spot.

There’s no doubt about it - searching for a wedding venue is great fun, but picking the option that works best for you can be an intimidating process. Site tours are one of the most important steps you can take toward booking a venue, and it’s important to come to a tour with a goal in mind and a wedding venue checklist in hand.

Explore our ultimate wedding venue checklist:

This breakdown takes you step by step through the process of choosing which wedding venues to visit, scheduling and preparing for a tour, and gathering all the information you’ll need to make the best possible decision. 

Wedding venue checklist part 1: most frequently asked questions

Let’s clear up some of your most burning questions about wedding venues, wedding venue checklists, and other key factors. 

1. What should a wedding venue include?

No matter what size wedding or wedding budget you’re working with, you can expect your wedding venue to include: an area for the ceremony, an audience space, and two separate lounge spaces for both sides of the wedding party to get ready in. Ideally your venue would also include convenient valet service, catering, and even reception options. 

2. How long does it take to tour a wedding venue?

Most wedding venue tours last about 45 minutes to an hour for a standard visit and consultation with the guide. If your venue is being held on an extensive property (think estates, farms, and university campuses), you should budget an additional hour or two.

Find the perfect wedding venue!

3. How far in advance can you book a wedding venue?

A good rule of thumb for a wedding venue in high demand, during wedding season (late spring to early fall), and/or in a highly populated area is that it will likely book out approximately 9 to 12 months ahead of time. Which means you’ll want to tour venues about 15 months ahead of time. If more than one of these factors affect your wedding, you should start booking tours as much as 18 to 24 months out. 

4. How much do wedding planners cost?

Some wedding venues might offer planning services as well, which is something to consider before you start your research. This helpful guide to wedding planner costs goes over the most common types of wedding planner packages and their relative prices. 

Wedding venue checklist part 2: when and how to schedule a tour

Another great tip for your wedding venue checklist is to visit your prospective venues around the same season and time that you’d like to host your wedding. Dreaming of a fresh spring wedding with a morning ceremony? Schedule your site visit on an early spring morning to get an accurate look at the place. Venues take on new character depending on the time of year, and even the time of day, that you’re getting married.

To schedule the site visit tour, all you have to do is follow the instructions on the venue website. The process will vary location to location, but for the most part their page should list the best way to contact them and what materials they’ll ask you to bring. Some experts even recommend booking the tour visit before you officially decide on a wedding date. That way your options will still be open and you can pick the wedding venue that you love, then schedule the rest of your plans around it. 

        View this post on Instagram                       A post shared by Spectacular Wedding Venues! (@wedgewoodweddings) on May 30, 2019 at 9:21pm PDT

Wedding venue checklist part 3: preparation

The last big step before we actually get to the site itself is to answer these important questions for yourself to focus your search and eliminate some of your current options. 

1. Get an accurate quote

Rather than going off the venue’s minimum cost, get an accurate quote that factors in the venue’s full breakdown of costs. These quotes consider a multitude of factors, including things like your target guest count, the time of the year you’re hosting the event, and more. A detailed quote helps you better understand how a venue fits into your budget (and how much bang you’d be getting for your buck). Spot Estimates can be a great way to ballpark the cost of a venue before you even set foot on site!

2. Determine the venue’s true capacity

If the venue has only given you a general capacity number, find out whether that number is based on sitting or standing room. Most venues provide a seemingly straightforward headcount, but sometimes the number of guests a venue can accommodate varies depending on if you hope to host a standing cocktail-style affair or a seated soiree. 

Also, they might have a minimum and maximum headcount needed to officially book a date after you’ve put down the deposit. If they do, ask them when they need to know and what documentation they’ll accept as proof.

3. Explore your ceremony options

Hope to have your ceremony and reception on the same site? Find out if the venue can accommodate this. If they have a ceremony site available, determine if you’d need to pay an additional fee for the site, how close the site is to the reception space, the site’s capacity, and other important details that will give you an idea of how the two spaces could work together and fit into your greater vision of the big day.

        View this post on Instagram                       A post shared by @weddings on Aug 13, 2018 at 10:33am PDT

4. Talk details around alcohol and catering

Identify any restrictions prospective venues have around alcohol and catering. Does the venue have a liquor license or do they only offer beer and wine? Is the venue BYOB or do they offer robust bar packages? You’ll want to pinpoint any constraints around catering as well. Does the venue require you to work with a specific vendor ? If the venue provides their own catering services, what menu options do you have? Understanding these rules and restrictions can help you create a menu that works best for you and your guests.

5. Ask about coordination services

Find out if coordination services are included in the venue cost. Having a wedding planner or coordinator built into the cost of your venue can be a huge plus for couples who want to kick back and enjoy their big day without worrying about the little details. On the other hand, if you like playing host and want to keep costs to a minimum, searching for a simple venue that doesn’t include coordination services can be a great way to save money.

Wedding venue checklist part 4: 7 things you must do during your tour

It’s finally time! Here’s what you’ll need to do during the visit. You can even print this wedding venue checklist and bring it with you! 

1. Get a peek behind the scenes

While it’s easy to be dazzled by a venue’s beautiful locations, site visits present the perfect opportunity to see what the back-of-house facilities are like. Is there extra storage for anything that needs to be put away during the event? Are the bathrooms clean? Is the parking convenient? Can the venue’s kitchen accommodate your catering needs? These questions are important because, after all, the back-of-house facilities and the people in them are what make your wedding day run smoothly.

2. Talk about lighting options

The venue manager should go over this category with you along with what options they have available that are either included in the rental or can be added on. In addition to those considerations, make sure to ask about things like: are flame candles allowed or are you limited to battery-powered ones? How many outlets will you have access to inside and outside, and where are they located? How many extension cords can they offer you, if any? Is there a venue electrician you can collaborate with or is there anyone you’re supposed to run your lighting plans by ahead of the big day? 

        View this post on Instagram                       A post shared by Brilliant Event Lighting (@brillianteventlighting) on Aug 21, 2018 at 11:42am PDT

3. Bring up permits and licenses

This includes alcohol, noise, and anything else you think might affect the property or neighbors (like confetti cannons, hot air balloon rentals, sparklers, etc.). Who is responsible for acquiring those? If the facility is in the process of obtaining one, when do they expect to receive it? If it’s within 3 months of your wedding, make sure the contract states how the issue will be taken care of if the permit or license is late. 

4. Discuss guest transportation options in detail 

Convenience, ease of access, and travel time between venues and parking lots will all play a large role in your wedding day schedule. You might have other questions related to transportation on your mind, depending on how you envision your ceremony, but these questions should give you a head start and spark some other ideas as well. So make sure you ask about the following, in whatever way it applies to your specific situation: 

Does the wedding venue offer valet services? 

Is there convenient public transportation available? 

If the parking lot is separate from the facility, does the venue offer shuttle service? 

What transportation options are available between the wedding venue and any main hotels your out-of-town guests will be staying at? 

Is traffic an important consideration for those driving? What about weather for this particular time of year? 

Are there any major events (such as football games, local music festivals, major business conferences, etc.) happening at the same time as your wedding that may affect the availability of taxis, ride shares, or rental cars? 

What is the max capacity for venue parking lots? 

If it will be dark when the guests arrive or leave, will there be enough lighting for them to safely get from the venue to the parking lot and vice versa? 

        View this post on Instagram                       A post shared by Miami Wedding Transportation (@floriansclassics) on Nov 14, 2019 at 7:13am PST

5. Talk about financial logistics

Now is the time to discuss deposits, payment plans, and refund policies. Are there late fees? What forms of payment do they accept? What kinds of post event issues do they routinely inspect for and what responsibilities will your party have for cleaning fees, damages, etc.? What about other contract details that didn’t quite make sense on paper? 

Then there’s the package. What kind of equipment or services is included? Do they bundle vendors in too? If not, can you choose your own caterers, bar tenders, staff, etc.? What about local hotels, travel agencies, and entertainment - do they have strategic partnerships in place that could benefit your budget? 

6. Get details about space access and day of scheduling

There might be mezzanine, gazebo, and even kitchen spaces that you’re interested in. Or you may want to get in the space early for a rehearsal or just to spend extra time getting ready. Plus, there are vendors, caterers, and coordinators to consider. 

Does the venue have any flexibility around these types of issues if there is a conflict? Also, make sure you ask about how early you can load in decorations (the week or day before or the morning of?) and how late you can finish cleaning up (does it have to be within an hour of the ceremony ending or can it wait until the next day?). What about competing events - if another one is scheduled on the same day, will there be a representative on site to coordinate the switch? 

7. Figure out all the bad weather options

For example, you might hold the ceremony inside but host the reception outside. If it rains, does the venue have any tents, waterproof outdoor lighting fixtures, and last minute Plan B indoor space to accommodate your entire party? Or, if your wedding takes place during the colder months, do they have an area set up for coat check? 

Also, be sure to check in about handicap accessibility inside and outside the building. Are they set up to help your guests during bad weather conditions with things like awnings, non-slip ramps, and extra rugs? 

UP NEXT: Here’s how to stick to your wedding budget .

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The Ultimate Site Visit Checklist For Emcees & Event Planners

A staggering 98% of event planners have hosted or will host at least one in-person event in 2023. 85% have planned to host upwards of three in-person events.

However, putting together an entertaining, memorable, and lively event isn’t always as easy as it seems. And if you want to host a successful function, you need to be sure that you start off on the right foot.

Key takeaways

• A site inspection checklist is essential for ensuring the venue you pick has all you need
• Be sure to arrive at your visit with your team and a good camera
• Each event is unique, so be sure that your checklist is personalized
• Include general information about the venue and other items regarding things like food and beverages and general safety

Site inspections are critical in ensuring the venue you picked is up to your standards. Your soon-to-be guests deserve to spend their evening at the right venue!

Keep reading, and I’ll share with you the ultimate site inspection checklist that will help you organize the perfect conference, meeting, or event.

See Related: What Is A Run Of Show And Do I Need One As An Emcee?

Why is it important to have a site inspection checklist?

The thing about great events is that they’re made to look easy. Whenever guests arrive, they likely won’t notice all the fine details and painstaking effort that went into making the magic happen.

However, if you’re a speaker or an event planner, you need to always be on top of your game. There’s actually a lot that goes into organizing a great function, and you can’t let anything slip through the cracks!

Finding a location for your event is an essential part of the event planning process

For any event, you need to be sure you find a suitable venue . Not every location is going to have what you need. And you need to be totally aware of your desires before going into this.

That’s why the event planning process in and of itself is so essential. It’s the backbone of a successful evening. You can’t expect great results without taking the necessary time to prepare and plan!

After finding a prospective venue(s), be sure to conduct a site inspection

Hopefully, you spent plenty of time scouting out prospective venues online. You’ll need to set aside a good chunk of your event planning energy for just research.

But, before booking a venue , you need to conduct a site visit . This is the only way you can be sure if you found the perfect event venue.

Four essential tips to keep in mind when completing a SITE inspection

Site visits help you ensure that every detail of your prospective venue falls into line with what you are looking for. And though this can seem like a pretty straightforward deal at first, there’s actually a lot that you’ll need to pay attention to.

Before we dive into the more intricate aspects of site inspection checklists, let me give you a few general tips when going on a site visit with the acronym SITE : Sense, Inquire, Teamwork, and Expectations.

#1 – S: Sense

One of the things that will truly save you during any site inspection is your gut. You have to listen to what your heart tells you!

Let’s say that a certain venue has all the specific features that you want, but it doesn’t have that overall vibe you’re looking for. You shouldn’t settle , and you should take into consideration how a place makes you feel because that feeling will extend to your guests.

#2 – I: Inquire

When you go on a site visit, you’ll likely be meeting with a group of people or a team. You’ll also likely be in contact with the people you will be renting from.

Now is the time to ask all the questions that might be irking you . Even the smallest inquiry should be voiced!

However, be smart about the questions you ask and the time you ask them . Be sure that whatever you ask isn’t already answered on any materials you may have.

#3 – T: Teamwork

Take time to connect with other event planners before conducting your site inspection. In most cases, your visit will involve a group of people, anyway.

Talk to as many other planners as you can, especially if they’re already involved in your specific event, conference, or meeting. Then, after the inspection, you can exchange ideas and points of view before moving forward.

This type of teamwork is essential in ensuring you pick the right venue!

#4 – E: Expectations

Preparation and planning are key when it comes to planning an event . I doubt I can say that enough!

So, before arriving at your site inspection, come prepared . That’s what site inspection checklists are for, and they’ll surely save you in the end.

Bonus: 6 Motivational Themes To Include At Your Next Corporate Event

What you should consider before heading to any site inspections

I think I need to say it again. Before heading to your site, get prepared. You can’t ever over-prepare!

To start with, you need to always bring your own unique site inspection checklist. This helps you ensure that the venue you’re looking at checks off all your boxes (literally.)

However, that’s not all that you should focus on. Here are a few more things you should do before setting a date to check out the site.

• Check in with your team , and be sure that everyone is on the same page. Take into consideration any recommendations or requests they might have.
• Pack plenty of tools that you might need , including the basics, like a camera with a backup battery and plenty of free storage space.
• Research the surrounding area as well as the specifics of the venue itself. Read any available resources like online virtual floorplans or brochures to make sure you know what you’re getting yourself into.
• Prepare some business cards to give out to the sales rep of the venue when you show up to help network.
• Keep in mind the things you really need to see at the venue. If you’re not interested in the pool area, it might be worthwhile to gloss over this during the visit.

Now, let’s get into what your site inspection checklist should have on it.

Everything you should include on your site inspection checklist

As an experienced corporate emcee , I’ve been a part of plenty of site visits. Any great master of ceremonies knows that they need to be involved in all parts of the event planning process!

So, without further ado, let me give you a comprehensive breakdown of a well-rounded site inspection checklist.

Keep in mind that this can vary from event to event . Each event is unique, and you should pay attention to your specific needs. If you are interested in something that’s not on this list, add it in!

• The date and time of the site inspection appointment
• The name, address, and contact information for the venue
• The availability of the venue
• General safety info, including fire protection guidelines
• Nearest airport and general directions
• Nearest hotels and general directions, price breakdown, and amenities
• Parking areas and applicable fees
• Directional signage Food and beverage
• Breakfast, whether it’s continental or full
• Lunch and dinner
• Coffee and other beverages
• Service charges, tax rates, and special packages
• Be sure to also inquire about the general quality and selection of the food and beverages themselves

Audio and visual

• What equipment is provided in-house, including the quality and availability
• Rental rates and labor rates
• Consider if union rules are applicable and with what requirements

Meeting rooms

• Space availability
• Charges for rental rooms or set-up
• Soundproofing, decor, and general cleanliness
• Sound system and presentation equipment

Any extra details

Don’t hesitate to add in any other details you might want to consider. There’s so much that can go into this!

Wrapping up

Hosting a great event doesn’t need to be a challenge or an uphill battle. With a great site inspection checklist in your back pocket, you’ll be able to pick out the perfect venue and establish the basis for a killer function!

Keep Reading: 9 Corporate Event Themes Your Team Will Love

Adam Christing has been called “ The Tom Brady of emcees .” He has hosted more than 1,000 company meetings, special events, gala celebrations , and more. He is the author of several books and founder of CleanComedians.com . For more event tips, follow Adam Christing on Instagram , Facebook , Pinterest , LinkedIn , and YouTube .

Recent Blog Posts:

Adam christing, america’s most popular corporate emcee and clean comedian, appears on the wow factor podcast, 7 ways to make your end-of-year staff meeting memorable and meaningful, the importance of force majeure clauses when corporate hosting.

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A Practical Wedding: Wedding Planning, Inspiration, and Ideas

Wedding Planning. Minus the insanity, plus the marriage.

Doing a Wedding Site Visit: Questions to Ask

Everyone should do this, not just people with fancy wedding planners

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But regardless of what kind of wedding venue you’re using—whether it’s a ballroom or a dive bar—you’re going to want to do a wedding site visit. If you’ve been wedding planning for a while, that might be a term that you’ve heard but assumed it was something reserved for Very Fancy People With Very Fancy Wedding Planners. Not so, my friends. A wedding site visit is a brief walk-through of a potential venue, usually with a representative or sales person associated with that venue. The site visit allows you to actually see the space itself, ask more detailed questions, and frankly, make sure that what you’ve seen and read online is for reals. Much like those hotel rooms that look spacious and luxurious online but end up being teeny tiny closets, venues are businesses and they’re going to do whatever they can to make themselves look great online. So go see it in person, and ask very specific questions.

Because these site visits take time and effort, we generally recommend only doing a wedding site visit for your top three choices. Worst case, you may need to do some more, but usually you have some favorites and it’s best to start with them. As we mentioned in our venue post , please don’t do a site visit with a venue that doesn’t fit into your budget. It’s just like trying on dresses out of your budget—you’ll just torture yourself and nobody needs that. However, if you’re having a hard time deciding if an all-inclusive venue is right for you, we definitely recommend doing a site visit to both an all-inclusive and a standalone venue to get a feel for what you like.

In the #APWplanner  Meg adds:

You may also want to do a walk-through closer to the wedding, along with your day-of coordinator, wedding stage manager, or other helping hand, especially if you’re using a non-traditional venue or one not used to hosting weddings.

Talk to your venue about what they recommend, but ALWAYS do at least one walk-through before you sign a contract!

It’s worth mentioning that some people aren’t able to do site visits, despite our protestations. Perhaps you’re planning your wedding from across the country, or your schedule is just too busy to fit it in, or it’s a destination wedding. In that case we recommend asking the venue for references of past couples so you can talk to real couples that used the space. I also recommend you trust your gut regarding the photos and details online (if it seems too glam to be true, it probably is)—or ask the venue for more details, such as additional photos, actual floor plans with dimensions, etc., to reassure you that you know what the space is really like. And if you know (and trust!) any friends or family in the area of the venue, see if they’re willing to do a Facetime tour for you! Yay technology!

The Ultimate List OF WEdding Site Visit Questions

Let’s assume you have the time, you’ve narrowed it down to your top three, and now you’re ready for the actual wedding site visit. Here is a list of wedding site visit questions you should be armed with at each venue:

•  HOW MANY HOURS ARE INCLUDED IN THE RENTAL? The average hours needed are two hours for load-in, and one hour for load-out. Make sure that the remaining hours are enough for your event, and if not, find out how much it will cost to add hours (if the venue offers that option). The average venue rental is eight hours (three hours for load-in/load-out and five for the event).  Side note:  Assume that people will arrive for the ceremony thirty minutes prior to the invite time (the time listed on your invitation). Therefore, load-in needs to begin two hours before guest arrival , not the invite time.
• IS A CEREMONY REHEARSAL INCLUDED? If so, how long is the rehearsal, when does it usually take place, and how far in advance can you book the time?
• DISCUSS LOAD-IN AND LOAD-OUT. Is there a loading dock? An elevator? Ask if there are any specific difficulties or challenges at this venue. Sometimes the building is old and has a tiny elevator, meaning load-in takes a lot longer. Sometimes there isn’t one at all, so the rentals company will charge more to carry things up and down stairs.
• WHERE ARE THE ENTRANCES AND COAT CHECK? If your wedding is during a cold or rainy season, do they have a built-in area for a coat check or do they provide coat racks? Also consider where guests enter—some venues have multiple entrances and you may prefer one over the other. Some venues might also have security concerns (ask about whether a security guard is required, recommended, and included in the rental fee). This is also where you want to consider accessibility issues—if you have older guests or guests with disabilities, will they have any trouble entering and maneuvering around the facility? Is there an alternate entrance for those guests, if necessary?
• WHAT SORT OF LIGHTING IS INCLUDED IN THE VENUE? Is it dimmable? (Very important! Romantic and dim lighting: GOOD. Fluorescent, corporate lighting: BAD.) Lighting is often forgotten since most site visits are during the day, but many events are in the evening. Or on the flip side, do you need to bring in additional lighting?
• ASK ABOUT ELECTRICITY. Vendors often pull a lot of power from the building. Make sure you have a sense of whether outlets are scarce or if there’s plenty of power to go around. It’s also helpful to note where the outlets are located to help you later determine your layout (for example, the photo booth can go in that corner, but only if they provide a ten foot extension cord).
• WHERE ARE RESTROOMS LOCATED? Are they easily accessible or do guests need to use stairs or an elevator to reach them? Are they wheelchair accessible?
• WHERE DOES THE CATERER SET-UP?  Some non-traditional venues that have been turned into wedding venues don’t have a catering kitchen. Make sure you’re okay with the location, setup, and logistics.
• ARE THERE ALCOHOL RESTRICTIONS? Some venues don’t allow red wine or dark liquor. Others require special permits (which sometimes will be provided by the caterer, so ask who normally provides them). Still others will allow you to provide your own alcohol as long as it’s served by the caterer, while others won’t allow it at all.
• ARE THERE DECOR RESTRICTIONS? Lots of venues don’t allow confetti or other small items to be thrown. Others have open flame and candle restrictions, as well as sparkler restrictions. If these things matter to you (you were dying to do that sparkler exit), best to know now and let that inform your final decision.
• ARE THERE VOLUME RESTRICTIONS? Some venues, especially outdoor ones, have restrictions on what can and can’t be played at certain hours and in certain spaces. Some venues don’t allow amplified music, for example. It’s a bummer if you have the space until 11pm but your party has to end at 10pm since that’s when the DJ needs to stop playing.
• DOES THE VENUE EVER DO MORE THAN ONE EVENT ON THE SAME DAY? If the venue is large and has multiple spaces, or if it’s a non-traditional space such as a theatre, it’s important to know what else, if anything, will be going on in the venue. How will guests know where to go, and how will the venue keep others out of your space? Will you get the attention you need from the venue staff?
• DOES THE VENUE PROVIDE ANY EQUIPMENT? Sometimes venues have tables and chairs available to clients, or A/V and lighting equipment. Be sure you SEE the chairs (some of them are hideous… just saying), and ask the venue if they have an equipment inventory list that they can share or email. When you’re going the all-inclusive route, find out what your options for customization are. Many have upgrade options, or simply allow you to tweak existing options.
• ASK IF THEY HAVE A LIST OF NEARBY HOTELS THAT THEY RECOMMEND. This can help you make those transportation decisions later on, as well as start researching group rates at nearby hotels. Also some venues partner with local hotels to help get you the best possible group rates. Be sure to mention your venue when inquiring!
• Get a clear price breakdown and ask about hidden fees. While many venues skirt this issue so as to avoid sticker shock and scaring off couples, they also know exactly how much it costs to have a wedding at their site. You’re entitled to know what the bottom line is BEFORE signing a contract and paying that deposit. Also ask about any hidden fees that might be lurking about. Venues have been known to try to tack on extra fees once you’ve signed a contract, like for moving existing furniture or changing the ceremony area set up, or even for having fewer guests than originally planned. Even venues that are not all inclusive can give you clear pricing breakdowns—so ask away!
•   SEE IF YOU CAN GET A SAMPLE CONTRACT AND BE SURE IT INCLUDES THEIR CANCELLATION POLICY. In general, no one loves a contract. It’s a lot of words and frankly boring. But when it comes to weddings and venues, it’s truly in your best interest to really, really, really read through it. It’s not fun to think about, but wedding cancellations can and do happen. Make sure the contract is clear on that issue and that you’re comfortable with their language. Also, keep in mind that canceling doesn’t just mean if YOU have to cancel. Find out what protections you have if say, the venue is damaged prior to your wedding or they cancel on you for some other reason.

And again, while at the site visit, revisit some of those initial questions you asked yourself when doing online research! Those questions will keep you focused on what you really want and whether the venue truly meets your needs. Will you feel silly unfurling your enormous list of questions? Maybe. Will those questions ensure that you find the best venue for your event? YES. It’s worth it. So tell the venue manager to get comfortable, and rattle off those questions proudly!

This Bay Area native built her own business as a wedding hair and makeup artist, before shifting gears to work in marketing. She’s an avid iPhone photographer, loves all forms of social media (especially Instagram, #katesskylog), and makes a really mean chocolate chip cookie. Kate is a collector of spoons, enamel pins, and reusable bags she never actually brings to the store. When not getting sucked into the ASOS app or an Instagram hashtag blackhole, Kate can be found hanging on the Peninsula with her wife, 2 cats and 2 dogs.

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How to make your site visits more efficient and effective, alesha neely.

Alesha Neely is a senior manager of operations for CES , the world’s largest and most influential tech event, which is owned and produced by the Consumer Technology Association. She is the venue lead for Tech West, which includes the Sands Expo and Venetian venues. Before CTA, Alesha worked for SmithBucklin, an association management firm.

You’ve chosen your city and now need to schedule a visit to meet important contacts at your venue and start planning your event. From working on events of all sizes in my previous career, and now as senior manager of operations for CES, I’ve learned many critical pieces of knowledge along the way.

Here are some tips that have worked best for me.

Determine a date for your site visit.

Six to eight months out, work with your facility contact to decide on timing and think through the vendors you will want to meet. Who will have a large role in special areas on the show floor? Who will you be working with a lot in the coming months by phone and email? It helps to put a face to the name early on in the planning process. Once the site visit date is determined, send save the dates for the full time you will be there and include all the vendors needed for each meeting. You can always update and provide more details as needed later.

Create an agenda with your facility lead, and stick to it.

That may sound like an easy task, but a million things will pop up to derail your plan. Use mealtimes to build relationships. It is important to get to know your vendors. This not only makes planning more fun throughout the process, but it also helps you to get past barriers and find the root of challenges to solve problems quickly in the future.

Save time to tour the venue.

At least a week to two weeks out, create and share a list of exactly which areas are of most interest to you (signage placement, ballrooms, exhibit space, etc.) Invite electricians, riggers, caterers, general service contractors, etc. to join you on the tour to ask questions while you are viewing the space. You don’t have to see all the space if you are familiar with it already, but make sure you don’t leave without having a complete understanding of the main entrances and how attendees will arrive and travel through the building.

Schedule one-on-one meetings with vendors.

Even if it is only 10-15 minutes, try to squeeze these in so you can review your prepared questions. Start first with the topics that are most important to your event. Don’t forget to schedule breaks to give your mind a few minutes rest or address any business back home. Don’t be afraid to table big discussions and pick them up over the phone if it makes more sense to finish later. Use any extra time to get a jump start on signage plans and specs. 

Sample Site Visit Agenda

8 AM             Meet for breakfast with facility lead and/or general service contractor

9 AM              Tour of facility

11:30 AM       Vendor meet and greet and provide any important show information

Noon               Lunch with all vendors

1:30 PM          Catering meeting

2:30 PM          Internet meeting

2:45 PM          Electrical meeting

3 PM               Break

3:15 PM          General service contractor meeting

4 PM               Internal discussions and planning - create signage plans, update specs and schedules

Finally, send a follow up thank you note to everyone you met with, especially those who provided a hotel room or meal during your stay. Include any action items, deadlines and next steps along with your contact information to keep everything moving toward a successful event.

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Site Visit Meeting Agenda Template

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Site visits are a critical part of any construction project, but without a clear plan, they can quickly become chaotic and unproductive. That's where ClickUp's Site Visit Meeting Agenda Template comes in handy!

With this template, project managers and site supervisors can:

• Create a structured agenda to ensure all necessary topics are covered during the visit
• Assign tasks and responsibilities to team members, ensuring everyone knows their role
• Collaborate and take notes in real-time, so nothing gets overlooked
• Share the agenda with stakeholders, keeping everyone informed and on the same page

Whether you're inspecting progress, discussing issues, or coordinating with subcontractors, ClickUp's Site Visit Meeting Agenda Template will help you stay organized and make the most out of every site visit. Get started today and streamline your construction process like never before!

Benefits of Site Visit Meeting Agenda Template

When using the Site Visit Meeting Agenda Template, you'll experience several benefits, including:

• Streamlined organization of tasks and discussions during site visits
• Improved communication and collaboration between team members and stakeholders
• Clear structure and agenda for each site visit, ensuring nothing is overlooked or forgotten
• Increased productivity and efficiency during site visits, saving valuable time
• Enhanced documentation of site visit details and action items for future reference and follow-up

Main Elements of Site Visit Meeting Agenda Template

ClickUp's Site Visit Meeting Agenda template is the perfect tool to plan and execute successful site visits with efficiency and organization.

This template includes:

• Custom Statuses: Use custom statuses to track the progress of your site visit meetings, such as Scheduled, In Progress, and Completed.
• Custom Fields: Add custom fields to capture important information about each site visit, such as Location, Date, Time, Purpose, and Attendees, ensuring that all details are easily accessible and documented.
• Different Views: Utilize different views to visualize and manage your site visit meetings. For example, the Table view allows you to see all the agenda items in a tabular format, while the Board view provides a Kanban-style board to track the progress of each agenda item.

How to Use Meeting Agenda for Site Visit

Make your site visit meetings more organized and productive by following these simple steps:

1. Plan the agenda

Before the site visit meeting, take some time to plan out the agenda. Determine the key topics that need to be discussed during the meeting, such as project updates, safety protocols, and any specific issues or challenges that need to be addressed.

Use the Board view in ClickUp to create a checklist of agenda items and easily rearrange them as needed.

2. Share the agenda

Once you have the agenda planned out, share it with all the relevant stakeholders. This ensures that everyone is aware of what will be discussed during the meeting and can come prepared with any necessary information or updates.

Use the Calendar view in ClickUp to schedule the meeting and attach the agenda to the event, making it easily accessible to all participants.

3. Conduct the meeting

During the site visit meeting, follow the agenda and discuss each item in a structured and efficient manner. Encourage open communication and collaboration among all participants, allowing for any questions or concerns to be addressed.

Use the Gantt chart in ClickUp to visually track the progress of the site visit and ensure that all tasks and milestones are being met.

4. Document meeting outcomes

After the site visit meeting, it's important to document the key outcomes and action items that were discussed. This includes any decisions made, tasks assigned, and follow-up actions that need to be taken.

Use Docs in ClickUp to create a meeting summary or minutes document, capturing all the important details and sharing it with the team for reference.

By following these steps and using the Site Visit Meeting Agenda Template in ClickUp, you can streamline your site visit meetings and ensure that all important topics are covered, leading to more productive and successful visits.

Get Started with ClickUp’s Site Visit Meeting Agenda Template

Project managers and site supervisors in the construction industry can use the Site Visit Meeting Agenda Template to effectively plan and organize tasks and discussions during site visits.

First, hit “Add Template” to sign up for ClickUp and add the template to your Workspace. Make sure you designate which Space or location in your Workspace you’d like this template applied.

Next, invite relevant members or guests to your Workspace to start collaborating.

Now you can take advantage of the full potential of this template to streamline your site visit meetings:

• Use the Agenda View to outline the topics and tasks that need to be discussed during the site visit
• The Calendar View will help you schedule and track upcoming site visits
• Utilize the Checklist View to ensure that all necessary tasks are completed before, during, and after the site visit
• The Board View allows you to visually track the progress of each task during the site visit
• Use the Document View to store and access important documents and plans related to the site visit
• Assign tasks to team members and set due dates to keep everyone accountable
• Use Comments to facilitate communication and collaboration during the site visit

By following these steps, you can ensure that your site visits are productive and well-organized, leading to successful construction projects.

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