Why A Venue Walk Thru Matters in Planning Events

In order to familiarize yourself with logistics and for campaign or organization events to run smoothly, schedule a date and time to do a walk thru at the venue with the venue manager(s). This is definitely a can't miss event-planning step if this is your first time organizing an event at a new venue.

Why A Venue Walk Thru Matters in Planning Events

An event walk thru is an opportunity for you to familiarize yourself with where to park, where the entrance is located, and directions to the event space. The venue manager(s) will guide you to the event space for your event from the entrance. They will show you were to set up your event.

Before the Walk Thru

The venue manager(s) will ask questions about your event. Be prepared with clear and specific answers before meeting the venue manager(s).

1. Who Will Be Participating in the Walk Thru?

Will you be going to the venue to do the walk thru by yourself? Will your campaign team or a volunteer be joining you? Who is the venue manager you will be meeting with?

2. Provide a Headcount

Be prepared to tell the venue manager(s) how many attendees have RSVP’d and the duration of your event because they need to know if they need to provide more tables or chairs for your event. Do not give a guesstimate number because that will cause stress and frustration for the venue manager(s).

3. Provide Start Time and End Time

The venue manager(s) must know the exact start and end times of your event so they know what time to arrive to unlock the venue and what time to close down the venue.

During the Walk Thru

During the walk thru, listen carefully to the guidelines. There may be spaces in the venue where photography is prohibited. Decide where the check in will be. Plan a focal point in the space where the keynote speaker(s) will speak. If you are providing food, find a space to set up buffet. Do not hesitate to ask questions or express any concerns. Take pictures of the event space for your team in case they were unable to make the walk thru.

After the Walk Thru

Please thank the venue manager(s) for taking time out of their busy day to give you a tour of the venue for your upcoming event. Confirm if there is a venue space fee. Ask them for a business card in case you need to contact them for any questions and to confirm the upcoming event.

After your meeting with the venue manager(s), take time to debrief with your team about the venue. Note the pros, cons, and any concerns your team might have that could impact the event. You and your team must be on the same page about the venue. If you all feel satisfied with the venue space, cooperated with the managers with answering their questions, then you will have a successful event!

If you or your team have any disagreements, take time to talk it out, listen to everyone’s perspectives. If you and your team were unable to provide specific answers about the event or if there are guideline concerns, call the venue manager(s) ASAP to cancel or reschedule.

Do not skip planning a walk thru because you will miss any venue guidelines and therefore, you will unable to plan your event accordingly with the venue manager(s), which will cause havoc.

Give the venue manager(s) a point of contact whether it is you, or another member of your team to establish communication about your event. Schedule a walk thru, familiarize yourself with the venue space for you to execute a successful event for your organization or candidate because it will help you stay organized. It is worth it.