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Event Industry- 5 Tips for a Successful Site Visit

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The hospitality industry is one of the most expansive, organized, and enjoyable to both work in and experience. If you have ever stayed in a hotel, been to a conference, or even attended a networking event, there are countless hours of planning. Behind the scenes, the overtime hours, and slaving over details are performed by hospitality personnel. Needless to say, these people know their hotel and venues better than anyone. That’s exactly why it’s imperative to ask the right questions during your site visit for your next corporate event.

We’ve been in this industry for awhile, 10 years to be exact. So, by trial and error, we know the right questions to ask while on a site visit and how to make the most of your time. Here are our top 5 tips to perform a successful site visit.

Five Tips For Performing a Successful Site Visit-

Tip #1 – Set Goals

site visit organizing papers and iphone

Before doing any site visit, or any project for that matter, setting objectives and goals are absolutely fundamental. If you consider how much time you are spending, getting prepared, getting to the venue, performing the visit, and then discussing terms and collaborations, then get back to the office, it could take up to 2.5 hours. This is a large investment from an 8 hour work day,  and by setting goals, the visit can be capitalized. Here are a few goals we set for our last hotel visit (see it here, it’s stunning!) in Barcelona for a request for Mobile World Congress

1.) Make a first contact with the Hotel Director

2.) Visit 3 different room categories and take photos – Standard, Deluxe, and Suite

3.) See all of the available meeting spaces in the hotel

Tip #2 – Ask the Right Questions

Assuming that there has been a request, the purpose of this visit is to get information to report back to the client. Keep in mind the information that you will receive is to present the venue or hotel to your client. With the intention of finding presentable, useful, and appealing details, questions could include the following-

1.) How many total hotel rooms are there?

2.) What is the distribution of the room types?

3.) What is the meeting spaces’ capacity?

4.) How high are the ceilings?

5.) Is breakfast included in the room rates?

site visit interview

Tip #3 – Imagine You are The Client

Though it may be difficult, it’s best to set personal interest aside. You should always have the client’s best interest in mind, and always remember your visit is to tailor to their needs. Though we deal with corporate events, we take the time to get to know our clients to make their vision a reality for their event. We constantly remind ourselves, does this align with their vision?

site visit briefcase and newspaperEven if the director or assistant giving the tour is the nicest person in the world, if the venue doesn’t match, it doesn’t match.

Tip #4 – Take Photos

This sounds pretty basic, but it’s so easy to get caught up in the visit that you forget to take photos. Hotel personnel are used to photos being taken, so don’t feel uncomfortable asking to stop for a moment. If you go into the meeting confidently and sure of what you are doing, there will be less moments of uncertainty. On top of taking photos to share with the client, (we suggest sharing a Google photo file) it’s beneficial to share them on social media as well.

site visit camera

Tip #5 – Review Goals and Information Gathered

After finishing up the visit, it’s always important to review the goals and information gathered and confirm that there is nothing missing. If you forgot to ask an important question, include it in your follow up email. This provides you with a chance to reach out to the venue again and further your relationship and communication. In the case that you didn’t reach all of your goals, review them one by one. This will help you perform even better on your next site visit.

site visit coffee mug planner and pencil

If you have any questions about visits, hotels, or venues, get in touch, we’re happy to share!

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