Bring your AV supplier if possible — they will spot technical problems that a planner might miss. Meet: the dedicated conference/events coordinator (not just sales), the head chef (if F&B is important), and the AV technician if in-house. Avoid site visits where you are only shown around by the sales team — insist on meeting the operational team.
1. Measure the room — confirm dimensions match the proposal. 2. Test natural light: can it be fully blacked out? 3. Confirm ceiling height for projection. 4. Run a Wi-Fi speed test (test.your.speed). 5. Check pillar positions and sightlines from the back row. 6. Test microphone and speaker system. 7. Check air conditioning noise level. 8. Confirm emergency exit locations. 9. Check proximity of toilets. 10. Confirm whether the room can be exclusively yours or shared.
Sales team reluctant to let you run a speed test — usually means internet is unreliable. Conference room doubles as a restaurant or ballroom with no sound insulation. No dedicated events coordinator — your event will be managed by rotational staff. In-house AV is the only option with no external supplier allowed. Catering stored or served far from the room (delays breaks). Hotel under renovation — noise and disruption are guaranteed.
Virtual site inspections (video walkthrough with the hotel team) work for: initial shortlisting, checking sightlines and layout, meeting the coordinator. They do NOT replace physical visits for: testing internet speed, assessing acoustics, checking air conditioning noise, verifying the catering flow. For events over 100 pax, always do a physical site visit before signing.
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