Site Visits: A Crucial (and Sometimes Whirlwind) Step in Event Planning

As event professionals, we know that a successful event starts long before the first guest arrives. One of the most critical steps in the planning process? The venue site visit.

I recently completed a whirlwind tour of five European cities in six days for site visits. It was an unforgettable experience—an exhilarating mix of discovery, problem-solving, and, admittedly, exhaustion. We were on overload, traveling at lightning speed, never staying in one place for more than 24 hours.

Despite the tight schedule, the laughs and camaraderie with my team made it all worthwhile. We explored incredible venues, met fantastic local teams, and visualized how we could bring each space to life for attendees.

Here’s why site visits are invaluable:

✔️ Understanding the Space: Floor plans don’t tell you everything. Walking the venue, we could immediately see how attendees would navigate each unique space.
✔️ Spotting Challenges: From tech setups to transportation logistics, identifying potential roadblocks in person saved us headaches down the line.
✔️ Building Relationships: Face-to-face time with venue staff revealed creative ideas we hadn’t considered.
✔️ Imagining the Experience: Being on-site helped us fine-tune the attendee journey and make every detail count.

While the pace was intense, the insights we gained were worth every moment. Pro Tip: Always pack a great pair of walking shoes, a detailed checklist, and a sense of humor—it’ll keep you sane!

What’s the most memorable (or whirlwind) site visit you’ve done?