Site Inspection

Special Events Site Inspection Form

Special events can encompass a wide variety of needs, from open spaces to arenas, from ballrooms to unique venues. Therefore, it is not possible to create an inspection form that includes all possible needs without it becoming ungainly in length. The following items are for consideration of a one location, one day or evening program, including food and beverage, and excluding any overnight guest accommodations.

(Note that the items in italics will be difficult or impossible for you to assess in your site visit – they are included as they would need to be considered prior to any contract were to be signed)

OUTSIDE BUILDING AND GROUNDS OF PROPERTY

* Traffic on main arteries to facility during the starting time of the event?

* Is there both self-service and valet parking? Is it adequate for anticipated crowd? Are there other possible spill-over parking options? Prices?

* Neighborhood – safe? Appealing?

* Building appearance – does it appear well maintained?

* Porte cochere – organized or chaotic? Good signage?

* Valet efficient and welcoming? Are you offered assistance or directions?

* Doors staffed? Doormen friendly and welcoming?

* Is there a loading dock? Truck clearance, maximum truck size & height limits, charges/fees? What are the hours of dock operation?

* Is there a freight elevator needed to access event space? Number, dimensions, weight limits, proximity and route to function space?

PUBLIC SPACES or PRE-FUNCTION SPACE (there may or may not be this space, or it may be outside courtyard area, main dining area of a restaurant, bar, etc., depending upon site)

* Is area comfortable and welcoming? Adequate seating? Noise level? Pleasant lighting?

* Is there a reader board? Is it easy to locate and current?

* Elevators – if needed to access events space, how many, how fast, how clean?

* Signage adequate to find directions?

* How easy will it be to move masses of people?

* Décor, furnishings and colors?

* Is there a cloak room or coat racks available (not important in Florida, but valuable in other climates)?

FACILITY FEATURES:

* Permanent (built-in) Bars/lounges – capacities, atmosphere, hours?

* Portable bar sets – draped tables or designed portable bar unit?

* Size, dimensions, of each room/space available. Suggested capacities. Ceiling height, chandeliers, columns/pillars, décor and color, flooring, dance floor? Floor load limits?

* Number of entrances to event space? Size of the largest entrance?

* Variety of built-in lighting options? Ceiling rigging points for lighting trusses?

* Computer hook-ups? (especially helpful for registration or check-in table)

* Location of temperature controls?

* Proximity to rest rooms? Rest room capacity? Cleanliness?

* Location for a registration area? Are electric and internet available at that location?

* Presence of windows? Do they have black-out curtains?

* Built in stage? Size? Backstage area? Green room? Fly space?

* Presence of air walls? What is the quality of the air walls?

* Pool – will they close it for special events? At what time may set-up start?

* How close are the events rooms to the banquet kitchen? Are service hallway floors rubberized tile (to contain noise)?

* Are there double doors between the ballroom and kitchen or back of the house?

* Is there house sound in the event space? Assess quality.

* Do the events space rooms lock?

* Are there adjoining or nearby rooms available for office, dressing rooms, green room, staff dining, storage, etc.?

* Is there outdoor event space? Sprinkler system? Outdoor lighting?

OTHER IMPORTANT ITEMS TO NOTE:

* Are there exclusive suppliers? (AV, security, floral, internet, DMC, photographer, etc.)

* Does facility have needed numbers of tables, risers, lecterns, etc., you need?

* How much set-up time is possible without incurring additional charges?

* Set-up policies – limits on activities (animals, balloons, weight, etc.)?

* Other groups scheduled to be in facility at the same time? Who immediately precedes and follows?

* If a union facility, when are contracts due to expire?

* When was the last renovation?

* What are the required insurance coverages?