Top 10 Things to Do on a Site Inspection Visit

1.  Know your goals before you go. By the time you get to the site inspection stage of the process, your goals should already be set. You’ve sent out RFPs, gathered responses, and narrowed down the choices.  Now it’s time to revisit and fine tune these goals.  Who is the meeting for, where are they located, and what is the aim of the event? What is the overall budget? What are your “must-haves” from the properties you are about to visit?

2.  Consider transportation and parking logistics. If possible, travel from the airport to the property the same way your attendees will so you will know the distance, time to property, and points of interest along the way. If your attendees have their own transportation, do they have ample parking and/or valet?  What are the costs?

3.  Pay attention to the types of sleeping rooms. You may stay in a spacious suite during your visit, but will your attendees?  If not, be sure that you inspect the “standard” room that is being proposed for your attendees.  In addition, pay attention to the overall feeling of the property and how it relates to your group, in other words try to experience the property like your attendees will.

4.  Location and local geography. Are you doing your site inspection at the same time of year that your event will take place?  Be sure you’re cognizant of the normal weather patterns, as well as cultural and regional influences.  If they go off the property, are the local areas safe? What are the major events in town during that time.

5.  Double-check your meeting space needs. Confirm that the space you are shown is the space that is proposed for your event.  On rare occassion, your proposed space may be occupied.   The hotel should make this very clear and show you something very similar, if not identical.  But it never hurts to ask.  Be sure you know that size and type of space you need, and that everything matches the proposal you received before you scheduled the visit.

6.  Remember: It’s about the meeting! Don’t let the schmoozing during your visit distract you from the reality of the service and property. Ask what other groups or meetings are being held at the same time.  Are there potential conflicts?

7.  Think about contingencies.  Ask what’s going on before, during, and after your event. Are any renovations planned? Will there be any major construction projects in the area or closed attractions?  Also, be sure to also think about any religious or national holidays during this time.

8.  Use all the resources available. The  personnel at the hotel are all familiar with the area–after all, they live there!  Don’t be afraid to make friends with the bellman, front desk staff, concierge, or any other staff you meet.  What better way to learn about the property and the area than from the people who are a part of the community.  Another great resource for local information is attendees who live in the area.  Don’t underestimate the value of their opinions.

9.  Think about the flow. This is easier to do if you’ve attended the event in the past.  You’ll be able to gauge what your group will look like in the proposed space.  Also, where are the dining areas in relation to the meeting space?  How about the sleeping rooms in relation to the meeting space?  Where are the elevators, stairs, or escalators?  The bottom line is that if you’re having trouble finding your way around, your attendees probably will as well.

10.  Have Fun! If you visit several venues over a day or two, you’ll spend a lot of time on your feet.  If you are traveling overnight to do your visits, and your schedule permits, plan for an extra day or half-day for leisure.  Scheduling an on-property spa treatment or round of golf after your visits will not only be relaxing, but you’ll be able to provide valuable feedback to your attendees down the road.

Good luck!