What to Expect from a Site Visit

Matthew Hampshire
6 days ago
2 min read

A site visit is one of the most important steps in planning any event or installation. It lets us get hands-on with the space, understand its challenges, and make sure every decision is based on real information rather than guesses. Here’s what you can expect when we come out to a venue.

1. A walkthrough of the site/venue

We start by walking the site with you. This helps us understand access points, power locations, ceiling heights, load-in routes, storage options, and any restrictions the venue may have. Even small details make a big difference to planning.

2. Technical measurements

To plan accurately we’ll take measurements including:

Room dimensions
Ceiling height
Stage or set area
Cable routes
Distance to power sources
Rigging points

This ensures our designs, equipment lists, and risk assessments are correct the first time.

3. Assessing access and logistics

We check how equipment will get in and out. This covers:

Parking options
Loading bay access
Lift sizes
Obstacles like stairs, narrow corridors, or tight doorways

This step avoids delays on the day and lets us plan the right crew and kit.

4. Power and infrastructure checks

We identify what power is available on site and whether it’s suitable for the equipment needed. This includes checking socket locations, three phase power, distribution boards, and any venue-specific limitations.

5. Health and safety considerations

We look for anything that may affect safety or compliance. This includes rigging loads, audience flow, emergency exits, trip hazards, and any requirements from the council or the venue. All of this gets built into your risk assessments and method statements.

6. Discussing your vision

A site visit is a chance to talk through the event and understand exactly what you want it to achieve. We’ll offer ideas, identify potential issues early, and suggest improvements or more cost-effective solutions.

7. Photos and notes for planning

We always take detailed photos and notes. These are used to build your stage plots, lighting plans, CAD drawings, event schedules, and crew briefings.