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Site Inspection Checklist
A site inspection checklist of standard items that must be verified
when visiting cities, lodging venues, meeting event venues, and exhibit facilities is provided for you here. There will be items you can delete and others that need to be added to cover the unique needs or requirements of your group. If you are to avoid unhappy surprises when your group arrives, a personal site inspection of venues and support services in advance of booking is critical! You will need thorough checklist to ensure you remember every detail to verify when conducting a site inspection. It will be impossible for you to do the job correctly without it.
If you are unable to make site inspection visits yourself as the meeting or event coordinator, be certain that the volunteer who goes in your place is well versed on the importance of a focused site visit and is well equipped to conduct one. It can be very costly to your organization if critical items are overlooked during a site visit that will have to be corrected after a contract has been signed.
An example would be confirming a booking with a hotel because of the impressive size of the ballroom only to discover later when the audiovisual team becomes involved that the low chandeliers in the ballroom will prohibit use of the audiovisual cameras, lighting and other equipment needed for set-up and filming of the keynote speaker’s address and the special effects for the extravaganza on closing night. Oops.
The checklist and timeline samples provided by Planning Helper are incomplete
and meant for use as guidelines to help you create checklists of your own with content that applies to the unique needs of your meeting, event or function.