Great Events Start with Flawless Site Inspections

The secret to a perfect event? A relentless site inspection. It’s more than a tour—it’s your chance to pressure-test your suppliers and see your vision in high definition.

Follow these high-impact rules to ensure your program starts strong:

1. Master the Proposal

The industry lives and breathes RFPs. If you’re partnering with a Destination Management Company (DMC), scrutinize every detail. Did they actually hear your goals, or are they just pitching a template?

If you’re handling the hotel yourself, look past the room count. Check for "hidden" hurdles: rival corporate groups in the lobby, aging tech, or shaky infrastructure. Pro Tip: Using a DMC for your entire ground program eliminates the "too many cooks" problem, giving you one single point of accountability.

2. Communicate Without Limits

A site inspection is your "no-secrets" zone. Be vocal about every expectation, down to the smallest detail. This is where you build the rapport that saves you during crunch time. Take relentless notes. Documentation is your best defense against "he said, she said" later on.

3. Capture Everything

Don't trust your memory—it will fail you three months from now. Use your smartphone to document every corner, every décor concept, and every light fixture. Snap the photo, then label it immediately. You’ll thank yourself when you’re conceptualizing the layout back at the office.

4. When in Doubt, Revisit

Complex programs have a lot of moving parts. If a venue or a layout feels "off," go back. It’s better to spend an extra hour re-measuring a private dining room now than to realize the tables won't fit on opening night. Ask the hard questions today to avoid the headaches tomorrow.

5. Lock in the Revisions

Once the inspection is over, don't just "agree" on changes—get them in writing. Demand a revised proposal from your DMC that reflects every tweak and adjustment. It’s worth the back-and-forth now to ensure execution is seamless later.

The Payoff: Bask in the Glory

This is where the leg work pays off. While others are firefighting, you’re relaxed. Your program is running like clockwork because you did the "grueling" work early. Enjoy the success—you earned it.

Our professional event planners stand ready to support you with planning that flawless site inspection for your upcoming all-important event you are working on.