Location Viewing: What to Look Out for On Site
No matter how beautiful a location’s photos are – only the visit on site shows whether everything really fits. A structured viewing saves you surprises later. With this checklist you will not miss a thing.
Before the viewing: prepare the right questions
Write down in advance which information you are missing. Typical questions concern the maximum number of guests, seating arrangements, available technology and the terms of use. Add the details from the location profile to your notes so that you can check on site whether the information is correct.
Check the room and its layout
Do not just measure the room – picture the event flow: Where is the stage? Where is the reception, where the buffet? Is there enough space for a dance floor and seating at the same time? Also note the ceiling height – it determines the lighting and sound options.
Lighting, power and technology
Check the power connections: how many are there, where are they, and how much power is available? This is crucial for event technology such as lighting and sound. Ask specifically about existing equipment and whether you can bring your own – for example via the enquiry with the location or additionally via the MEG Gruppe.
Acoustics and noise
Every room sounds different. Clap loudly once to test the feel of the room. Angular, empty rooms echo more than furnished ones. Also ask about noise regulations, quiet hours and any restrictions from neighbours – especially for parties and music, this is a key point.
Sanitary facilities and accessibility
How many toilets are there, and are they in good condition? Is the location accessible without barriers? Is there a separate entrance for equipment and suppliers? These aspects directly affect the comfort of your guests.
Outdoor area and weather plan B
If you want to use an outdoor area: how is it equipped, and what happens when it rains? Does the location have a covered alternative or tents? A clear plan B belongs in every good event plan.
Contract and fine print
Ask for the most important terms in writing: rental price, additional costs, deposit, cleaning, set-up and tear-down times, liability and cancellation conditions. A verbal “that will be fine” is not a contract – the later written offer should cover all points.
Take photos and notes immediately
Take photos from different perspectives and note down measurements and impressions right away. After the third viewing, memories start to blur. Afterwards, compare the locations you have collected – for example with the shortlist on InfiniVent, where you can compare several locations at a glance.
Conclusion
A good viewing is your most important tool when choosing a location. With this checklist you can see on site whether a location really fits your event – and then enquire and book with confidence.
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