Planning an event, whether corporate, social or technical, involves a series of detailed steps and meticulous organization. Among these, one of the most crucial and often underestimated aspects is conduct a site visit to the location of the event. This visit, which may seem unnecessary to some, is key to ensuring that everything runs smoothly on the day of the event.
In this article, we will explore the importance of conducting this pre-event visit, the benefits it offers for organizers, companies and technical staff, and how it can prevent unforeseen setbacks. We will also provide practical tips on how to make the most of the technical visit.
What is a site visit for events?
A site visit is a pre-event inspection that takes place at the selected location, in order to assess space conditions, identify specific needs and anticipate possible technical problems. It is a review in which all those involved in the technical part of the event participate: organizers, audio and video personnel, lighting designers, sound engineers, among others.
The main objective of this inspection is to obtain a detailed overview of the site and to ensure that all necessary equipment can be installed and operated efficiently., reducing any possibility of technical failures during the event.
Importance of a site visit
1. Know the characteristics of the site
The first benefit of a technical visit is to get an accurate complete understanding of the physical characteristics of the space. Not all sites are the same, and each presents unique challenges that must be addressed differently.
Factors to consider:
- Space dimensions: Does the size of the venue fit the needs of your event? This is vital to know if all attendees will fit comfortably and if there is enough room for technical equipment.
- Distribution and access: It is essential to identify the best way to distribute the furniture, audiovisual equipment, stages, screens, etc. It is also important to know the access and exit routes for both the public and technical personnel.
- Acoustic conditions: Some locations may have acoustic problems that must be resolved or mitigated by specialized sound equipment. Venue acoustics are crucial to audio quality.
The evaluation of these elements is key to avoid unpleasant surprises during the event.
2. Evaluation of the technical infrastructure
The technical infrastructure of the site is one of the most critical aspects of an event, especially when it comes to events that require a large amount of audiovisual equipment, professional lighting, and real-time communication systems.
Key points to evaluate:
- Power supply: It is essential to know the electrical capacity of the site. Some spaces may not be prepared to handle a large load of technical equipment, which can lead to overloads and failures in the electrical system.
- Connection points: During the technical visit, it should be identified whether there are sufficient plugs and connection points for all the necessary equipment, from microphones and cameras to lights and projectors.
- Internet and connectivity: Many events today depend on a robust internet connection. If necessary, you can plan to install a dedicated Wi-Fi network for the event.
3. Anticipation of possible technical problems
Another advantage of a technical visit is to be able to anticipate technical problems and resolve them before the day of the event. It is not uncommon for organizers to face unexpected difficulties that can affect the quality of the event or even cause delays.
For example:
- A common problem is lack of signal or coverage problems in certain areas of the site. During the visit, you can identify these blind spots and plan solutions, such as installing signal repeaters or mobile antennas.
- Space limitations or logistical difficulties affecting the installation of the equipment may also be encountered, something that can be resolved in advance.
How to make an effective technical visit
Once the importance of the technical visit is understood, it is essential to know how to carry it out efficiently. Here is a guide to the most important steps to follow.
1. Involve the entire technical team.
It is crucial that, during the technical visit, not only the organizers attend, but also those in charge of the different technical areas. This includes sound, lighting, video, production, and logistics technicians. Each has a unique perspective and can identify specific needs or problems.
2. Create a detailed plan
Prior to the visit, it is advisable to have a detailed plan of the event, including:
- The number of expected attendees.
- Space distribution.
- The type of technical equipment to be used.
- Areas that will require special attention, the stage area or the area for VIP guests.
Having this information prepared will allow you to ask specific questions and ensure that all aspects are being considered.
3. Take measurements and notes
During the visit, it is essential to take detailed notes of all observations, as well as accurate measurements of site dimensions, ceiling heights, distances between key points, etc. These measurements will be useful when installing equipment and planning the layout of the space.
In addition, it is important to have a visual record, so it is recommended to take photos or videos of the site.
Consequences of not carrying out a technical visit
Failure to conduct a technical visit can generate several problems and compromise the success of an event. Here are some of the possible drawbacks:
1. Equipment incompatible with the site
It is possible that, without a prior technical visit, you will arrive on the day of the event with equipment that is not suitable for the site. For example, projectors that do not have sufficient power for the distance or lights that cannot be placed due to lack of support structures.
2. Electrical faults and overloads
Failure to plan the power supply can lead to overloads or blackouts during the event. Without a technical visit, it is difficult to know the capacity of the site to support all the necessary electrical equipment.
3. Logistics problems
Limited access or poorly functioning loading and unloading areas may cause equipment installation delays or difficulties in the management of technical personnel, which will affect the preparation of the event.
Conducting a technical visit prior to an event is a fundamental step that should not be overlooked. This process allows us to identify potential problems, anticipate logistical and technical challenges, and ensure that the event runs smoothly.
For organizing companies and technical staff, this practice ensures that the event is aligned with the client's expectations and that the audiovisual and production equipment performs optimally. At the end of the day, the success of an event lies in the details, and a technical visit provides the necessary knowledge to cover each of them.
