Having just returned from a site visit yesterday, the importance of a site visit is on the forefront of my mind. Here is why seeing a location can be so important.
The Space
I can look at a space diagram and seating capacity chart all day, but until I go and see it, my visual is only so good. Seeing a space can tell you more than a diagram ever can. It will be able to show you where the power outlets are placed throughout the room, the height of the ceilings, proximity of the bathrooms to the meeting space, and the accessibility.
If a physical site visit isn't possible, perhaps the hotel can set the room up as you want and take a photo. I find that these types of photos will always be much more accurate than the promotional photos generated by the hotel.
The Decor
The decor of the hotel can make more of a difference than you think. Each hotel has its own theme and this can create a certain ambiance for your attendees. Understanding your clients' preferences will help steer you to the right property. Some hotels are know for their creative sinks and showers and funky decor, while others are known for their traditional and straightforward comforts, both are fantastic opportunities, but might not be the right fit for your clients.
The Food
Many times I am able to sample the food while on a site visit. This usually includes lunch and helps me to understand the menu that the hotel is offering. If food is an essential part of your meeting you can always speak with the chef directly and ask about the menu and any flexibility you might want.
The Internet
There's an app for that! When you're in a meeting space you can often use an app to test the Internet speed. If having the Internet is something that's important to your attendees I highly recommend testing the speed while you visit.
The Area
While your attendees will be at the hotel for your actual meeting, there will often be time for them to venture out on their own. Understanding the hotel's location includes the surrounding area and its attractions and restaurants. Hotels located in a downtown location make walking to restaurants and attractions easy. If not, what other kind of transportation options are available for your attendees? Is there a shuttle, bus, taxi service, or train that can transport your attendees to their desired location in the city? Do they need to drive? If so, how far away are the attractions they want to see?
You also will need to consider the safety of the area. Understanding if it is safe to walk around at night can make a difference to your attendees. Taking a look around can help assess if the location is right for you.
A few years ago I visited a hotel that had a great location right off of a major highway. It could be seen from the highway and was easy to get to. The space itself was beautiful and met all the requirements for a colleague of mine. The problem? There was a strip club right next door. This was problematic because of the perception that is associated with a strip club. Understanding that the clients we were working with were public figures made us steer clear of this otherwise awesome property. Having a strip club sign lit up right next door would not have gone over well with the clients. I would not have known about this had we not gone to visit the location. I struck this from my list for my clients in the future too.
Getting To and From
Will attendees need to drive to the hotel? Will the parking be free? Is there an airport nearby? How can people get to and from the airport if needed. These are things you can of course ask the hotel, but also see for yourself if you are able to travel to the location.
When I arrived at a conference in Minneapolis last year I didn't realize that a taxi cab would cost so much to get to and from the airport. I knew there were other transit options, but I wasn't sure about the safety of the rail at the hour I was arriving. As an attendee, I would have liked to hear from the conference about the best way to get to and from the hotel to the airport.
These are just a few items to be on the lookout for when viewing a site. As a bonus if you can stay a night in the hotel you can really get a feel for what it will be like for your attendees.
Get out and see the sites!
What else do you look for during a site visit?