How to 'inspect' venues you can't visit

YOU’VE found a
prospective venue for an
upcoming conference in
another city. There’s just one
problem: the venue is far and
a site inspection impossible.
Not being able to physically
walk through the premises
to dot the i’s and cross the
t’s, you’re left to rely on your
instincts.
“Technology can help,” says
Megan. “While there might
not be any online review sites
to guide decision making,
most venues offer websites
that give a fair idea of what
they have to offer.” But, she
warns, websites should
never be the determining
factor in the decision-making
process. “What you see is not
necessarily what you get. It’s
a good idea to consult social
media and see what kind of
presence they have and what
their interaction on the forum
is like.”
Another way of determining
if a venue suits your needs
is by taking its star-rating into
consideration, says Megan.
“For example if you are looking
for a high-end venue then
you will immediately know
that a three-star is not going
to meet your needs. It is all
about getting a good feel for
the venue whether it’s through
the website, their social media
presence or other avenues
such as unbiased write-ups or
HelloPeter reports.”
She also advises speaking
to others who have used the
venue before. “This could
be tricky if a venue is far out
and no one in your immediate
network has used it before,
but put your feelers out using
your own social media, chat to
colleagues – you never know
who might live in the area in
question.”
Communicate clearly
Most reputable, professionally
run venues have a banqueting
or events manager who
should have all the necessary
information and answers
to questions. “A phone
discussion with an events
manager will give you a good
idea of whether they are
professional, knowledgeable,
helpful and confident in their
offerings. If you have any
doubts, then walk away or try
and find someone to have a
look at the venue for you,” she
advises. “If you get a good
feeling for what they have
on offer, put everything in an
email to the relevant person
so it’s in writing. Ensure
you get feedback from the
responsible person and keep
communication gates open at
all times.”
Keep a checklist
“Don’t take anything for
granted,” says Megan. “Make
sure you have a checklist and
that every item on it is ticked
prior to your event.”
This would include basics
such as whether the venue
provides enough cutlery,
crockery, chairs and tables,
and its ability to cater for
specific dietary requirements,
and if there are adequate
parking and technical facilities
available.
“In the case of an event
taking place at an unknown,
far-out venue, the event
organiser would need to have
the entire event scripted out in
a checklist,” says Megan. “If
at any stage, there are more
than a few items not getting
sorted out or with which they
are unable to assist, then it’s
best to look elsewhere. Also, if
the venue has not undertaken
a similar event before, it
may be too risky to use it,
particularly if you are unable
to see the venue before the
major planning takes place.”
Megan says online
review sites would be
highly beneficial in helping
organisers make informed
decisions. “The most
important factor would be
reviewers with some clout in
the industry,” she says. “Just
as helpful would be a virtual
tour of the facilities, allowing
an organiser to see exactly
what is on offer.”