Meeting planners on pre-event site visit

If you’re an event planner, you’ve got a million things to look at when you do a site visit. In the audio/visual world, we’ve got some very specific things that we like to know before we walk into a venue. If we have the opportunity we always like to do our own site visit, but that’s often not possible.

With that in mind, here’s a meeting planner’s site visit checklist that is sure to keep your A/V crew happy.

Load-in planning

The load-in sets the tone for the whole show. A smooth load-in ends with the crew relaxed, and gear neatly staged and ready to go. A tough load-in leaves us with a stressed, sweaty crew staring at a jumbled pile of gear waiting for the next set of problems to pop up.

The Meeting Room

Even if we’re doing breakouts along with your General Session, that GS room usually has the most complex requirements. Here, in no particular order, is what we’re looking for during the site visit:


For convention work, we may also be supporting breakout rooms in addition to a general session. The breakouts crew will have their own list of questions:

One of the benefits we have at VIP Audio Visual is that all of our crews are experienced in working in a wide variety of venues across the United States. Diverse venues like hotels, convention centers, resorts, restaurants, warehouses, golf courses, wineries, parks, parking lots, farms, aircraft hangars and many more each bring their own special sets of challenges and opportunities. While our broad experience helps us be adaptable to almost any challenge, having answers to these questions in addition to good wide angle photographs of meeting spaces, service corridors, and loading docks will give us a good idea of what to expect. In many cases, understanding the space can help us provide creative ideas that will enhance your event!