Tips for In-Person and Virtual Trade Show Site Visits

Choosing the right venue for your trade show can make the difference between an event that’s remembered as a massive success, or one that goes down as a ‘swing and a miss.’ One of the key factors in making that decision is whether or not to conduct an in-person site visit first, or opt for a virtual tour instead. Read on for some valuable tips to help you navigate this crucial decision-making process.

In-Person Site Visits

First, let's consider the advantages of an in-person site visit. When you physically visit a potential event venue, you get a first-hand feel for the space, which allows you to better envision your event taking place there. 

Walking through the venue can help you determine if it meets your requirements and can accommodate your event's unique needs. You'll also have the opportunity to interact with the venue's staff, assess the location's accessibility, and explore nearby amenities like food and entertainment options.

Virtual Site Visits

On the other hand, a virtual site visit can save time, money, and resources. Thanks to the increasing capabilities of technology, you can now tour many venues from the comfort of your office or home. This option is particularly useful if you’re already familiar with the location, or if the venue hasn't been renovated since your last visit.

Virtual vs. In-Person: How to Decide Between the Two

So, how can you decide if an in-person or virtual site visit is the right choice for you and your organization? It’s helpful to start by asking some important questions:

Have you been to this venue before?
Is the venue been remodeled since your last visit?
Is the venue planner the same person?

If the answer to all three is “yes”, then a virtual visit may be sufficient. However, if one or more of these factors have changed, consider scheduling an in-person visit to ensure that the venue still meets your needs and expectations.  Additionally, when contracting with the venue, inquire about the possibility of adding room nights for annual site visits for your traveling team. This ensures that your team can maintain a close relationship with the venue and make any necessary updates or changes when needed.

Tips for Your Site Visit: What to Ask When Touring a Conference Venue

Ideally, you should plan your site visit 6 months to 18 months before your event. This gives you ample time to assess the venue, make any necessary changes, and finalize logistics.

Hosting a successful event often comes down to thorough preparation. So when you're ready to visit a potential event venue (either in person or virtually), make sure to prepare a list of questions to ensure you cover all your bases.  Here are some key topics to consider:

• Arrival in the city: Investigate the airport, ease of travel to the venue, safety, and local transportation options. And if possible, find out if any major construction projects or upgrades are scheduled that could affect the convenience of travel around the dates of your potential event.
• Food and entertainment: Are there restaurants, coffee shops, and entertainment options within walking distance of the venue? If so, is there a wide enough variety of options to support the number of attendees you’re expecting?
• Weather and seasons: How does the climate vary throughout the year? Will this impact your event or attendees' travel plans? How likely are seasonal weather events to disrupt your proposed schedule? Depending on the weather will you require a coat check area?  Or do you need to look at making sure there is air conditioning throughout the move-in schedule?
• Catering: Make sure to schedule a tasting with the caterer to ensure food quality. Additionally, make sure a wide variety of options exist to accommodate various diets and allergies.
• Room blocks: Can the venue accommodate your expected number of attendees? Are there nearby hotels that can offer room blocks at discounted rates? Would you need shuttles to and from the event based on your room block?
• Meeting space: Is there enough space for your meetings, workshops, or presentations? Do they have various sizes of rooms to accommodate different group sizes?
• Sponsorship opportunities: Can the venue provide unique sponsorship opportunities, such as dedicated areas for banners or promotional materials? Are there sponsorship opportunities in the public spaces outside of your venue that you may be able to sell? Airport, shuttles, taxis, billboards, etc. Are there any proposed changes happening to this space prior to our event move-in (IE: digital screen updates, rules & regulation changes, etc)?
• Overflow rooms: Are there additional rooms available if your event exceeds capacity?
• Parking costs: What are the parking fees for attendees and exhibitors? Is there ample parking available on-site or nearby?

When preparing for your in-person site visit, it's essential to equip yourself with all the necessary resources to make the most of your time. Here are some items to download and bring, ensuring they are readily available as you walk the space:

• Floor Plans: Obtain detailed floor plans of the venue to have a comprehensive understanding of the layout and available spaces.
• Capacity Charts: Carry capacity charts to assess the venue's ability to accommodate your event's specific needs and requirements.
• Current Contracted Space: Bring copies of your current contracted space if you have any previous arrangements, enabling you to discuss potential modifications or additional services with the venue's team.
• City Events Information: Prior to the site visit, research other events or activities scheduled in the city during your desired dates. This information will help you gain insights into potential challenges or advantages for your event and allow you to seek further advice and recommendations from the venue's team.

Your Trade Show Venue Visit: Getting it Right

Addressing the above topics during your conference venue visit will give you valuable insights into whether the site is a suitable fit for your trade show. Remember, a successful trade show often starts with a great location, and the time you put into carefully selecting the right one can set you up for success. Put yourself in the shoes of your average attendee, and be as thorough as possible in considering their experience at the venue. 

Selecting the perfect event venue requires careful consideration, and deciding between an in-person or virtual site visit is crucial. In-person visits provide a hands-on experience and a deeper understanding of the venue, while virtual visits save time and resources. Consider your familiarity with the location, ownership, and venue planner when making your decision. And just remember: by thoroughly evaluating your options, you’re equipping yourself to choose the best venue for your event, ensuring its eventual success.