Before you even start to plan your business travel, you and your team should take some time to think and recapitulate what you really need and if that is realistic for your budget. A site inspection will help you get close to your initial ideas and make sure you are on the right track. A personal site inspection of venues and support services in advance of booking is really important especially if you want to avoid unhappy surprises.
There are some things you need to consider when planning a meeting, conference, event or trade show; for example, which city, lodging venues, meeting event venues, and exhibit facilities best suit for the purpose of your event. Your personalized site inspection will allow you to focus on the following core points:
It is important to consider the place capacity, do not spend time on a big venue if your attendees are not so many. The meeting space flexibility is important in case you need a ballroom that can divide into breakouts for different uses, like registration or a cocktail reception. If there are additional rooms or spaces so you might be able to change your programme and more activities within it.
In case there are more events at the same time in the same venue, make sure you are not too tight, there should be enough space for participants to gather without restrictions. Remember to previously ask if you are able to set up the decoration or any kind of display.
Arranging group transfers to off-site events are a must to take care of. Make sure the venue is very well located and there are different ways of moving around. Sometimes renting a bus and a team in charge of the whole groups is easier, cheaper and safer, and that way you make everybody gets on time to the activities and conferences. Consider all transportation conveniences and potential pitfalls based on the hotel’s location.
It is less common to get to a place without wireless internet, but just in case make sure there’s WIFI for your attendees. Facilities should count with a first aid or medical staff on the property; check out there is an ATM, are there on-site washrooms, telephones, electric devices etc. Remember the purpose of a site inspection is to make sure they will cover all details so you do not worry to solve any request.
Consider that you might need some services that are better if they are closer to the venue, for example, telephone booths, bus station, gift shops, recreational facilities or restaurants nearby.
If you’re planning a meeting of any size and looking for the perfect setting, we’ll give you an informative preview of the exciting opportunities waiting for you in our destinations. We guarantee you will avoid unexpected costs, last minute changes or mishaps during your event. Contact us for further information about a suitable site inspection for your upcoming event.