10.1 Walkthrough 1: The Site Visit
Whether you’ve booked a gym in a Community Centre for drop-in basketball, a breakout room in a non-profit agency for the teen homework club, or a picnic shelter and surrounding field space for a corporate team-building event, you need to physically check the venue out before you begin to design your program or event to ensure that the venue is suitable for what you’ve got in mind.
The site visit should happen before or immediately after booking or reserving a facility, venue, or space. It will help you envision the participant experience from the moment they arrive until the time they leave. Conducting a thorough site visit ensures the space has the amenities, aesthetics and assets you desire and require for your program or event. Performing an early site visit allows you to effectively scout the place with enough time to change venues if needed. It will also afford you some peace of mind!
Helpful Tip
Have a clipboard, paper, pen, phone camera, and flexible tape measure ready. Take photos and measurements (how will the location of the windows impact where we set up the stage? How many meters from the stage area to the closest power outlet?) and jot down important information like the space’s proximity to washrooms, the supply cupboard, etc.
Initial Considerations
Venue Size and Suitability
- Is the space you plan to hold your program suitable for the nature of the program or event planned?
- Does the space exude the correct ambience or aesthetic for your program?
- Is the space easily accessible to those with mobility issues?
- Is there parking on site?
- Is the space in good condition or in disrepair?
Capacity
- Given the number of participants you expect, does the venue have adequate capacity? Note: Room capacities can change based on whether participants will be seated at chairs and tables or standing and moving around
- Can the space accommodate the required number of chairs and tables (if applicable)?
Activity Spacing & Sequencing
- Considering the type of activities you plan to offer, does the space lend itself well to the safe running of these activities?
- Does the venue allow for an easy flow of participants from activity to activity, or do you see areas where crowds or bottlenecking could occur?
Access to Amenities and Special Supports
- Does the venue have the various amenities required, for example, a sprung wooden floor, a stage, stationary bicycles, a built-in A/V system, gradient pool entry, wheelchair ramps for stairs, a built-in FM system available for hearing impaired guests, reliable Wifi, etc?
- Are there washrooms nearby? Elevators (if required), is there easy access to a registration or reception area?
Equipment and Gear
- Is the equipment and gear you need for your program or event readily available at the venue, or will you need to rent it/bring it in?
- Is the equipment in good repair? Are there sufficient quantities of XYZ on hand?
- If using specialized equipment, do you or the other activity leaders have the required knowledge and training to use it and/or access to personnel who do?
As you work through the initial considerations (above), engage in some visualization. Visualize how you plan to facilitate the activity/s. Will everyone be able to hear instructions or your speakers? Visualize how participants will experience the space. What will they see when they first enter the space? Does the venue make sense for the group formations you have in mind? Visualize the seating arrangements and the spacing out of equipment – does the venue allow for the safe placement of tables, chairs, a podium, exercise equipment, or the floor mats you require? Visualize your participants moving through the space. Now that you are looking at the space critically, will foot traffic flow easily between the various activity areas? Can you identify areas in which there may be potential bottlenecks?
As you complete this initial walkthrough, check your technical requirements. Does the venue have sufficient lighting, and do all the lights work? Is there an integrated A/V system, and is it functional? Are the requisite cables, patch cords, inputs/outputs and extension cords provided by the venue, or must you jot down a note to bring your own? Are there sufficient places to hang signage? Finally, in terms of risk management (see STEP 8: Risk Management), complete a 360-degree visual inspection of the space/s, noting any hazards or problem areas that require attention. Are there tall stacks of chairs that should be removed? Divots in the floor that need to be repaired, loose ceiling tiles, or exposed wires that require attention from the facility maintenance team? Are there sufficient emergency exits? Have you noted the location of the fire extinguishers, the First Aid Kit, and the AED device?
