As a meeting planner, do you know your true space requirements or the number of rooms you need when your convention rotates to other cities?Do you know your attendees' priorities, and do you design your site inspection accordingly?
In reality, few associations or corporations can afford to send their planners on a site inspection for every meeting they hold. While there is no replacement for an in-person visit, it is still possible to select the right site without actually seeing it.
Internet is an ever-improving solution. A number of web sites offer virtual tours of and information on convention centers. Just remember to be cautious when using web sites since sometimes they don't show all parts of the property. Only being on site will enable you to learn the ins and outs of the conference center.
Before setting up a site inspection, do your homework on the destination.
Create a document that accurately outlines all of your needs.
Be sure the space is available before you commit to the site inspection.
Share with the venue manager what is most important for you to see - meeting space, sleeping rooms, suites, or other areas.
Bring along a checklist of the information.
Know your meeting. Know when you need to be creative with the hotel on meeting space.
Be sure to let the venue manager know what your service and quality expectations are.
Pay attention to all details, including ceiling height requirements and setup time needed.
Know the purpose of the convention.
Keep in mind that it's often hard for planners to understand proximity to other venues when they're in an unfamiliar destination.