How to plan and implement the perfect technical site visit

In the organization of events, the technical site visit is a key step that can make the difference between success and failure. This process consists of a detailed inspection of the site where the event will take place, in order to plan and foresee all technical needs. In this article, we will explain how to organize an technical site visit technical aspects in an effective way, with practical and technical tips that will ensure that nothing is left to chance. We will also delve into specific aspects so that you can make the most of this stage.

What is a technical site visit technical?

The technical site visit also known as technical visit, is a pre-event inspection to assess site conditions. This process involves reviewing aspects such as:

Available spaces and distribution.
Electrical and connection capabilities.
Access for assembly and disassembly.
Lighting and sound conditions.
Safety and evacuation.

In addition, it is an opportunity to identify site constraints and coordinate with suppliers for any necessary adjustments. This ensures that the event can run smoothly.

The technical visit not only benefits the event organizers, but also to the technical and production teams, as it allows them to anticipate problems and find solutions before the big day.

Why is it important to perform a technical site visit technical?

Organizing an event requires coordinating multiple elements. A technical site visit technical ensures that:

Technical requirements are met. You can confirm that the space has the necessary facilities for audio, video and lighting equipment. This includes assessing whether additional equipment needs to be rented or whether existing equipment is compatible with the needs of the event.
Potential problems are identified. You will detect potential issues such as lack of power points, access problems or infrastructure deficiencies. For example, if a space has power load limitations, you can coordinate with a generator supplier.
Resources are optimized. Knowing the site conditions beforehand will help you optimize the use of time, money and personnel. This allows you to allocate the right resources to each task, avoiding unforeseen events that can inflate the budget.
Coordination is improved. The visit allows the technical and logistical team to align around the objectives of the event, ensuring that everyone works in sync.

Steps for planning and executing a technical site visit perfect technique

1. Pre-preparation

The key to a technical site visit technique that has good results is in the preparation. Before visiting the site, be sure to:

a. Define Clear Objectives

Determine what you want to accomplish during the visit. Some common objectives include:

Verify space capacity for attendees and equipment.
Check the electrical connection points and their capacity.
Identify specific areas for setting up stages, technical booths or workstations.
Evaluate the flow of people and materials at the site.

b. Create a checklist

Prepare a checklist with all the technical aspects you need to inspect. For example:

Number and location of plugs.
Exact dimensions of the space to fit the design of the event.
Spaces for mounting screens, structures or stages.
Ceiling height for installation of lights and other equipment.
Load capacity of the elevators or load lifters.

c. Coordinate with site managers

Make sure that the people in charge of the site are informed about the visit. Request site plans and technical specifications, if available. It is also important to ask about local restrictions, such as noise schedules or assembly regulations.

2. During the technical visit

The day of the visit is crucial to gather all the necessary information. Follow these steps:

a. Performs a complete walkthrough

Walk around the site to identify key points such as:

Main entrances and exits, including emergency routes.
Location of electrical panels and access to services such as water and mains.
Backstage areas or technical support areas.
Loading and unloading areas for heavy equipment.

b. Evaluates the technical conditions

Carry a power meter or test equipment to verify:

Voltage and electrical capacity, making sure it is sufficient for all planned equipment.
Wi-Fi network quality or availability of wired connection, considering the number of devices that can be connected simultaneously.
Site acoustics, identifying possible echo areas or points where acoustic treatment may be required.

c. Document everything

Take detailed notes, photos and videos of the site. This will be useful for planning the set-up and sharing the information with the rest of the team. Be sure to take note of any recommendations or warnings from site staff.

3. Key technical aspects to consider

a. Electrical infrastructure

Does the site have enough power for your needs? Check the available amperage and compare it with the requirements of your equipment.
Are there backup generators in case of failures? If not, evaluate the possibility of renting one.
Are electrical points strategically located? Consider the distance between outlets and mounting areas.

b. Acoustics and sound

Evaluate if the site has good acoustics or if you will need sound absorption panels. This is crucial for events with speeches or live music.
Check for noise restrictions that may affect the event, as decibel limits.
Consider speaker placement to ensure even sound distribution.

c. Lighting

Does the site have natural lighting? If so, analyze how it behaves at different times of the day.
Are there anchor points for lights? This is important for the installation of pendant lights or truss structures.
Evaluate if you need to add additional light filters or reflectors.

d. Security and evacuation

Confirm that the site complies with local safety regulations and check for updated evacuation plans.
Locate the emergency exits and verify their accessibility. Ask if they are properly marked.
Evaluate whether you will need to hire additional security personnel, especially for large-scale events.

4. After the technical visit

a. Analyze the information collected

Gather all the information obtained during the visit and compare it with the requirements of the event. Make sure there are no inconsistencies between what you need and what the place can offer.

b. Communicates findings

Creates a detailed report to share with the production team, organizers and technicians. Includes:

Photos and site plans.
Notes on possible problems and proposed solutions.
Tentative schedule for assembly and disassembly.

c. Plan corrective actions

If you detected problems during the visit, start working on solutions. This could include:

Hire additional electrical generators to avoid overloads.
Modify the stage design to fit the available space.
Reserve additional equipment or make adjustments to assembly logistics.

Additional tips for a technical site visit productive

Involve the entire relevant team. Make sure the audio, video and lighting technicians are present, as they will be able to spot details that might go unnoticed.
Use digital tools. Applications such as AutoCAD or SketchUp can help you create detailed space diagrams and plan equipment layout.
Maintain a proactive attitude. Anticipate problems and look for solutions before they become an obstacle. Good communication with everyone involved is essential.

A technical site visit The use of technical expertise is essential to ensure the success of any event. Proper planning, involving the right people and documenting every detail will allow you to face any challenge with confidence. Follow the steps and tips shared in this article, and you'll be one step closer to a flawless event.