A site inspection is your only chance to catch venue problems before they become event problems. This 40-point checklist...
During a hotel site inspection, verify: actual meeting room dimensions (not just 'capacity' numbers), natural light and blackout options, ceiling height (minimum 3m for standard events, 5m+ for gala), AV connection points and power sockets, loading dock access for equipment, air conditioning noise levels, and proximity of breakout rooms to main plenary.
Most commonly missed site inspection issues: acoustic bleed between adjacent meeting rooms, elevator capacity (can cause 45-minute queues for 200+ attendees), kitchen distance from dining area (affects food temperature), mobile signal strength in basement venues, and Wi-Fi dead zones in exhibition areas.
For events over €50,000 or 200+ attendees: yes — do a shortlist visit (2–3 venues) and a detailed site inspection of your top choice. The shortlist visit takes 30–60 minutes; the detailed inspection 2–3 hours. Always bring your AV supplier to the detailed inspection.
After a site inspection, request: floor plans with dimensions, room capacity charts (all setups), AV spec sheet, Wi-Fi technical spec, sample DDR package with inclusions list, standard contract terms, and sustainability/ESG credentials. If they can't provide these within 48 hours, that's a service quality signal.
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