The first phase in organising an event is the inspection visit, or better known as prospection. It consists of assessing the ecosystem in which it will take place, as well as preventing any complications that may arise. At Nanook we attach great importance to this first contact, as it will directly determine whether an event will go as planned.
Tetyana Rybalka is our event manager, and she puts special emphasis on every inspection visit she makes, so that Nanook events are always a success. Before she tells us about her experience, let’s get down to the nitty-gritty:
What is an event?
An event is a planned event that takes place in a certain location and brings together different attendees with the objective of communicating a product or service by socialising with its attendees.
How to prepare for an inspection visit?
I find the inspection visits a fantastic tool to visualise how the event will look like, familiarise myself with the venues, their possible limitations, define the agenda and programme in real time.
Before any prospecting, I also do a pre-inspection to make sure I am convinced with the chosen venues and spaces. I was recently on a visit in Mijas, Malaga and found an amazing place, just walking through the streets of Ronda and looking for local hidden gems. I love to check everything before I take clients so I can anticipate concerns, answer questions and make sure we are fully prepared for the visit and for the day of the event.
What do you take with you for an inspection visit?
Some things are always with me when I visit: a metro, my computer, headphones, chapstick, ibuprofen, bank cards and a good sense of humour.
Prospecting for events: What to look out for?
When carrying out an inspection visit, there are key factors that we always take into account:
- Purpose and objectives: we understand the purpose of the event and the specific objectives of the site inspection to ensure that we focus on the most relevant aspects.
- Venue layout: we familiarise ourselves with the layout of the venue, including entrances, exits, emergency exits and facilities such as toilets and parking areas.
- Safety and accessibility: we assess the safety features of the venue, as well as regulatory compliance and accessibility for all attendees, including those with disabilities.
- Capacity and logistics: we determine the capacity of the site to accommodate the expected number of attendees and consider the logistics of managing the flow of people and event operations.
- Services and facilities: we check the availability and condition of essential facilities such as electricity, water, Wi-Fi and seating arrangements.
- Technical requirements: we ensure that the venue has the capacity to meet the necessary technical requirements we have proposed for the event.
- Emergency preparedness: We verify that the venue has adequate emergency plans and resources in place, including first aid stations and fire extinguishers.
- Permits and regulations: We confirm that all necessary permits and licences are in place and that the event complies with local regulations and zoning restrictions.
- Vendor coordination: We assess your designated areas and logistics to ensure smooth set-up and operation during the event.