The photos and promotional videos from an exhibition center always look good. But according to long-time practitioners, a photo is only "a captured moment," and the in-person inspection, the site visit, is the step you can't skip to understand what attendees will actually experience.
What is a site visit
A site visit is an in-person inspection of a venue under consideration, usually carried out after RFP responses have come in but before the formal contract is signed. It is the final confirmation step before deciding on a venue.
Who should be on the inspection team
The site visit team needs people who understand the requirements and challenges of each stakeholder group, including key staff representing the organizer or the event advisory committee, exhibitors, sponsors and visitors. In addition, anyone with financial responsibility or specialized experience with accommodation should join, along with the official service contractor (OSC).
When the team travels to several facilities in the same destination, the inspection is usually arranged with help from the destination marketing organization (DMO) in that area. If a destination management company (DMC) or a professional congress organizer (PCO) is used, they too should take part in the inspection and the venue selection.
What to record about the journey
Collecting information about a venue starts the moment the inspection team sets off. Note down every travel issue, because transport directly affects the ability to attract attendees. If reaching the destination requires a plane, coach, train, car, boat or another means, the team should collect this data to consider for transport service providers later.
If shuttles between the hotel and the venue are planned, the shuttle route should also be reviewed on the first inspection trip.
The DMO's role in the inspection
The DMO is usually the best source for answers on local customs, local laws that affect the exhibition and information on exchange rates, and can answer questions about local suppliers such as DMCs or PCOs. The DMO also provides tourism information, suggests complementary activities and proposes pre- or post-event tours, information that can strengthen the exhibition's marketing.
Why photos or videos can't replace a site visit
Experienced exhibition organizers understand that a photo is only "a captured moment," while an in-person visit lets you take in the true quality, the atmosphere and details that aren't available online. Many exhibition centers publish floor plans, for example booth layouts, and numeric data such as hall dimensions on their website, but those figures can't replace the real experience of standing in the space.
The checklist for a site visit usually needs to be customized for each type of exhibition, even though reference checklists are available from some facilities, DMOs and online. Before the trip, the team should review the proposals received and note down in advance the questions to clarify directly with the venue representative when they arrive.
What to record during the site visit
Throughout the inspection, the team should record several kinds of information at once: technical figures (the real ceiling height in each area, column positions, floor load), service quality (the attitude of staff in the lobby, how fast the venue representative responds to questions), and also the impressions such as natural light, the smell of the space, or the maintenance condition of public areas. These impression details rarely appear in any venue's marketing materials, but they directly affect the experience of visitors and exhibitors over the many days of the event.
A second site visit close to the event date
For exhibitions planned several years ahead, a single site visit isn't enough. The organizer should schedule at least one additional inspection as the event date approaches, to confirm whether the previously recorded information is still accurate, especially if the venue has repair work, expansion or a change in management during the waiting period.