Site Unseen

Planning a meeting or incentive might seem like a puzzle you can solve from your desk, but there’s a few key pieces you’ll never quite get right without a site visit. Sure, the hotel website shows glossy photos of the ballroom and a sparkling pool - but nothing compares to standing in the space, getting a feel for the layout, lighting, energy and what about the "aromas"! You’ll spot things no brochure can tell you...does the meeting room feel welcoming or like a windowless bunker? Is there a thoroughfare for hotel guests through the space to outlets and amenities? Will attendees pass through cavernous dark hallways to get to an evening event? These details matter.

Site visits also provide the chance to build relationships. Meeting the hotel and destination staff face-to-face can be a game changer. You’re not just another booking on a spreadsheet - you’re a person with a vision. That personal connection often leads to better collaboration, quicker problem-solving, and those little extra touches that make an event memorable. Plus, experiencing and asking about the quirky, important learnings provides valuable insights…how loud is the HVAC? Are half the rooms over a 10-minute walk from organized events? Can we sneak in donuts at 7 a.m.? Do the mosquitoes emerge right at your anticipated reception start time?

Ultimately, a site visit gives peace of mind. It’s a sneak peek into how things will unfold, and it gives you the confidence to make smart decisions and smarter contracting. Ensuring you will walk away with not just a better plan, but excitement for what’s to come. So yes, it takes time and travel - but a site visit isn’t a luxury. It’s your secret weapon for planning an event that works in the real world (not just on a spreadsheet) and what's important, what's not and making it rock.