Why You Can't Afford to Skip This Step
At Stagedge, we’ve seen a thing or two when it comes to event production. Being in business for 50 years will do that to you. So, when it comes to understanding the importance of site visits, this isn’t our first rodeo. For five decades, we’ve had the privilege of working with all kinds of clients spanning various industries across the world. From small nonprofits to global enterprises, our success is contingent on the success of our clients. And, I can say with almost 100% certainty that clients who get the most value and find the most success are the ones who take the time to do an in-person site visit.
Now, I fully understand that site visits can seem like an extra hassle, especially if you are on a tight timeline and/or limited budget. But would you ever purchase a used vehicle without test-driving it first? Probably not, and perhaps you’d be ok, but the chances of something going wrong are much greater. The same is true with site visits. You skip it, and you might be ok, but in more cases than not, you’re creating more headaches and potentially very impactful consequences. Trust me, taking the time to have our team come out and see your event space in person is an investment that will pay off tenfold. Let me share a few reasons why:
It Helps Us Understand Your Unique Needs
It’s love at first sight, an “ah ha” moment. You’ve found the perfect venue for your next event.
But are you sure?
However ideal a location may appear at first glance, many venues contain hidden pitfalls and costs that make them much more expensive than anticipated—or simply the wrong fit for your event. Every event space is different – the size, the layout, the lighting, the acoustics, the flow of the room, etc. And each of those elements can have a big impact on the production and technical requirements. When we do a site visit, we get to see all those details firsthand and tailor our recommendations accordingly.
For example. I remember working with a client who wanted to do a big product launch in a historic theater. It was a venue that we had never worked in before, so it was new to us and our client. On paper, the space seemed perfect/ideal. But when our team did the site visit, we realized the stage was much smaller than anticipated, which meant we'd need to rethink the staging and video elements. If we'd just gone off the initial venue details, we would have ended up with a production that felt cramped and underwhelming.
The site visit allowed us to get creative and come up with a design that maximized the space in an efficient and very impactful way. The end result was a launch that had the audience (and client) buzzing – all because we took the time to get an up-close look at the venue.
It Uncovers Hidden Challenges and Nuances
Even the most meticulous venue specs can't always account for the little quirks and complications that can pop up on event day. Things like tricky load-in access, outdated electrical systems, or unexpected sound issues. During a site visit, we're able to identify those potential roadblocks ahead of time and develop contingency plans. 
For example. We were working with a client whose original venue had just undergone some major renovations. We had worked in this venue previously, so we were familiar with the “lay of the land” but unaware of any recent renovations. Again, on paper and knowing the venue, it looked like a perfect fit. However, when our team did the site visit, we realized that the new layout would create a nightmare for our load-in process. Thankfully, we were able to flag that issue early on and work with our client to find a better alternative venue. Can you imagine the headache (and extra costs) that would have caused if we'd only found out on the day of the event?
The site visit is our chance to get in there, kick the tires, and uncover any hidden challenges so we can plan accordingly. It's like having a crystal ball that lets us see into the future and distinguish those last-minute fires.
Even the most meticulous venue specs can't always account for the little quirks and complications that can pop up on event day.
It Builds a Stronger Partnership
When it comes to event planning, your venue is the first and maybe the most important step in the process—except for choosing your event production partner.
At the end of the day, a successful event is a true collaboration between the client and the production team. You’ve heard us say it before, and I’ll say it again: we want our clients to think of us as an extension of their team that’s built on a strong foundation of trust and understanding with full transparency.
The site visit is a key part of building that relationship and being on that journey with us. It gives our team a chance to get to know you, your goals, and your vision for the event on a deeper level. And it gives you a chance to see our team in action, to get a feel for our process, and to have confidence that we've got your back.
The site visit is a key part of building that relationship. It gives our team a chance to get to know you, your goals, and your vision for the event on a deeper level. And it gives you a chance to see our team in action, to get a feel for our process, and to have confidence that we've got your back.
The site visit is a key part of building that relationship. It gives our team a chance to get to know you, your goals, and your vision for the event on a deeper level.
I can't tell you how many times we’ve had clients tell us that the site visit was the moment they knew they'd made the right choice in partnering with us. There's just something about that in-person interaction that takes the relationship to the next level.
Plus, when we're on-site together, it opens the door for those invaluable brainstorming sessions. The kind where we bounce ideas off each other, get creative, and uncover solutions you never would have thought of on your own. That collaborative spirit is what takes an event from good to great.
Partnering Reducing the Risk
So if you're on the fence about whether a site visit is worth the investment, I'd encourage you to think of it as an opportunity to set your event up for maximum impact. Yes, it requires a bit of extra time and effort upfront. But I can say with confidence that the payoff is well worth it.
It's like an insurance policy for your event's success - a small upfront investment that protects the much larger investment you're making overall.
Think about it this way - when you're planning an event, you're making a big investment. You're pouring your heart, your team's energy, and a significant chunk of your budget into bringing this vision to life. Shouldn’t you want to ensure that the investment pays off to the fullest? The site visit is your chance to do just that. It's an opportunity to get our seasoned experts on the ground, identify any potential issues, and craft a production plan that maximizes every dollar you're putting into this event.
I know budgets are tight these days, and every penny counts. But trust me, the insights and peace of mind you'll gain from a site visit are worth far more than the relatively small cost. It's like an insurance policy for your event's success - a small upfront investment that protects the much larger investment you're making overall.
So next time you're planning a big event, don't skip that site visit. Engaging a production partner early in the process and bringing them along to site visits will help you negotiate with venues and develop a better understanding of what you need.
Invite our team out, let us get our hands dirty, and watch how it transforms the entire production process. I can almost guarantee you'll be glad you did.
For more information, check out these 5 key things to look for in a site visit when “Choosing the Perfect Venue”
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Stagedge: Elevating Event Production Experiences for 50 years is proud to be one of Boston's premier full-service event production companies, dedicated to conceiving, creating, and executing immersive brand experiences through live, virtual & hybrid events, domestically and worldwide.