What is an event inspection visit with Nanook like?

The first phase when organizing an event is the inspection visit, or better known as the prospection. It consists of evaluating the ecosystem in which it will take place, as well as the prevention of any complications that may occur. At Nanook we attach great importance to this first contact, as it will directly depend on the success of the event 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 essential terms:

What is an event?

An event is a planned act that takes place in a certain place and brings together different attendees with the aim of communicating a product or service by socializing with its attendees.

How do you plan for a site inspection?

For me site inspections are a fantastic tool to visualize how the event will look like, familiarize with the spaces and possible limitations and to define the agenda and the program in “real life”.

Before any site inspection, I also do a pre site inspection, so I can ensure I am happy with the chosen locations and venues. Just recently I was on a site in Mijas, Malaga and I found an amazing venue by just walking around Ronda and looking for local hidden gems. I love to check everything before I bring clients onsite, so I can anticipate doubts, answer questions and ensure we are set up for a successful site visit and the event.

What do you always bring with you for a site visit?

Some things I always take with me for a site: measuring tape, my laptop, headphones, lip balm, ibuprofen, bank cards and a great sense of humor 🙂

Event Site Inspection: what to keep in mind?

When conducting event site inspections, there are several key factors to keep in mind:

Purpose and Objectives: Understand the purpose of the event and the specific objectives of the site inspection to ensure we focus on relevant aspects.
Venue Layout: Familiarize ourselves with the venue’s layout, including entrances, exits, emergency exits, and amenities like restrooms and parking areas.
Safety and Accessibility: Assess the site’s safety features, compliance with regulations, and accessibility for all attendees, including those with disabilities.
Capacity and Logistics: Evaluate the venue’s capacity to accommodate the expected number of attendees, and consider the logistics of managing crowd flow and event operations.
Amenities and Facilities: Check the availability and condition of essential facilities like electricity, water, Wi-Fi, and seating arrangements.
Technical Requirements: Ensure that the venue can support the necessary technical requirements we have proposed for the event.
Emergency Preparedness: Verify that the venue has appropriate emergency plans and resources in place, including first aid stations and fire extinguishers.
Permits and Regulations: Confirm that all required permits and licenses are in place and that the event complies with local regulations and zoning restrictions.
Vendor Coordination: Assess their designated areas and logistics to ensure a smooth setup and operation during the event.