By Sangeetha Shreekar
The venue selection for an event is crucial as we all agree, however the recce or site inspection as we refer to, is also equally important. Site inspection determines the feasibility of the event coming to life as per the agreed design and flow. Prior to the recce, if you are familiar with the venue you would need to have the tentative designs, schedule and other information along with a solid checklist. The purpose of the recce is to see if the venue constraints would allow the event to go exactly how the client planned it to be.
Taking measurements of the venue, confirming the locations and supply of electrical power and getting a feel of the venue itself is just some of the many things that happen during a recce.
Let’s revisit the checklist that we mentioned earlier. Please be aware that the checklist varies slightly for indoor and outdoor site inspection.
1. Landscape:
From the floor being checked if it’s flammable to overhead power cables, how the landscape will enhance or hinder the audience control during the event flow.
2. Venue access/egress:
The access for artists to production managers and not limited to audience, including transportation of materials and stage set up.
3. Disability requirements:
Access and escape routes to be well communicated. Loop systems requirement for the hearing impaired where necessary.
4. Venue assessment:
Reality check with regards to maximum capacity, production infrastructure, backstage requirement including hospitality.
5. Venue surroundings:
The site recce/site inspection also provides an insight to the surroundings, for example if there is an ongoing construction or an upcoming one which will have an impact on the event.
6. Radio & music:
Updated licenses if required and the guidance check to adhere to the local rules and regulations.
7. Site set- up and break down timings:
Reconfirm the agreed timelines for set-up and breakdown based on the findings of accessibility and transport to ensure the event is not delayed and permissions for the same are agreed by all parties involved.
8. Fire and emergency evacuation:
Signages being visible and updated. The fire test certificate of the venue (indoor) if needed to be checked.
The above checklist can be further broken down into categories of their own for a thorough inspection. Post recce it’s important that the findings are documented and shared with the decision makers to make the informed choice. Checking out a new venue for the first time means managing a lot of moving parts with a site inspection checklist. It also means trusting your gut and picking a venue that aligns with your event goals.
At Planit, we bring 25yrs of experience in working with the site managers, numerous hospitality partners and researching extensively to find the ideal venue for your event. There are so many details which can be overlooked during a site inspection, however there are never too many questions when finding the perfect venue and we will be delighted to answer every question with a factual finding, let’s start discussing at info@planit.ie