Do you need a site visit?
Do We Need an Initial Site Visit?
An initial site visit is often an important first step in understanding a venue and determining the appropriate level of event staffing required. It allows the event team to assess the space in person, identify potential hazards, understand how guests will move through the venue and ensure that staffing recommendations are based on the actual conditions on site.
A venue plan or floor plan can provide useful information, but it may not show every practical consideration. A site visit allows Wave to review the venue’s layout, access points, facilities, entrances and exits, staff areas, guest facilities and any features that may affect the smooth running of the event.
What does the site visit assess?
During the visit, we would aim to understand:
The overall size and layout of the venue.
Guest arrival points and access routes.
Entrances, exits and emergency evacuation routes.
Toilets, cloakrooms, bars, catering areas and other guest facilities.
Areas where queues or congestion may develop.
Changes in floor levels, steps, uneven surfaces or restricted access.
Lighting, signage and visibility throughout the guest areas.
Potential trip, slip, obstruction or crowd-management hazards.
Service access, loading areas and staff-only zones.
The location of first-aid equipment, fire safety equipment and emergency exits.
Areas requiring additional monitoring or a dedicated member of staff.
Why is this important for staffing?
A site visit helps establish whether the proposed staffing level is suitable for the venue and event format.
For example, a venue with several separate rooms, multiple entrances or a large outdoor area may require more staff than a single-room venue with one controlled access point.
It also helps determine where staff should be positioned. Rather than assigning staff solely according to guest numbers, we can consider the venue’s particular demands, such as:
Welcoming and directing guests at the entrance.
Managing guest flow between different areas.
Providing information about toilets, bars, cloakrooms and other facilities.
Monitoring queues and preventing congestion.
Supporting accessibility requirements.
Assisting with emergency procedures.
Supervising transitions between indoor and outdoor spaces.
Maintaining a visible and reassuring presence throughout the event.
Can the service be priced without a site visit?
In some cases, an initial estimate can be provided using information supplied by the client, including guest numbers, event timings, venue plans, photographs and details of the event format. However, this estimate may need to be adjusted if the venue conditions, layout or operational requirements differ from the information provided.
Where the venue is unfamiliar, complex, multi-level, outdoors or expected to accommodate a large number of guests, a site visit is strongly recommended before the final cost is confirmed. This helps reduce the risk of under-resourcing the event and gives the client greater confidence that the staffing proposal is appropriate.
What would be included in the cost?
The cost of an initial site visit would typically reflect:
Travel time and mileage.
Time spent inspecting the venue.
Consultation with the venue representative or event organiser.
Review of the proposed event layout and guest journey.
Identification of operational and safety considerations.
Preparation of notes or recommendations.
Any follow-up communication required to finalise the staffing proposal.
The site visit may be charged as a separate pre-event planning service or incorporated into the overall event management or staffing fee, depending on the agreed scope.
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