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How to conduct a site inspection

November 30, 2010

We here at Kaleidoscope strive to take the busy work out of your hands so all you have to do is sit back and enjoy the event. However, if you’re planning your event on your own, there are a few key things you should do – namely a thorough site inspection.

The term might scare some people but if you look at it as a fun mini-trip things could look a little bit different. The key to a well planned out site inspection is knowing in advance the venues you are interested in, and planning meetings and tastings with the venues themselves.

Here are some basic site-inspection guidelines you should follow:

Step 1: Know that what you see isn’t what you get. The internet is the number one pitfall for beginners since may cities and many venues offer the same sleek images of the rooms and the surrounding areas. The best ay to know what you’re going to get is to go and see it first hand.

Step 2: If you have a particular city in mind, contact their CVB (Conventions and Visitors Bureau) and they will be able to guide you towards venues and locations that might suit your needs. You will need to have an RFP (Request for Proposal) ready which is essentially a detailed breakdown of the room, AV equipment, meals and basic needs you have for your event.

Step 3: Once you narrow the venues you are interested in visiting, contact the event manager of the venue and set up your meetings. Include the dates during which you will be in the selected city and request to meet with the chef if you are also planning on using the venue for catering. If possible, request to see a meeting in action to get a better feel of what your event could look like.

Step 4: Bring a digital or recording camera for your inspection to make sure you capture the look and feel of the event so that when you get back home you can think things through without the hussle and bustle you’ll be experiencing when on site.

Step 5: Explore and enjoy. The best way to know whether or not your participants will enjoy the city is to go out and see for yourself. Check out the local sites and excursions so you can recommend them when the event occurs.

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