Conducting a site review before a tented event at a venue or private home is important for a variety of reasons. It provides both you and your vendors with firsthand knowledge and insights of the space that can significantly impact your event planning process and the overall success of the event. From load in hurdles to guest views, our team ensures that every detail is assessed and noted to ensure a smooth execution on event day.
Understanding the Event Space and Tent Placement:
A site review allows your vendor team to physically see and experience the space where the event tent will be set up. This helps our team understand the layout, dimensions, and natural features of the potentially tented area, enabling us to plan your wedding design and logistics more effectively.
Choosing the right location for the tent is critical. A site visit lets our team assess factors like ground levelness, potential vegetation obstacles, potential underground utilities and the all important scenic views. This ensures that the tent is positioned optimally for comfort, aesthetics, and practicality.
Logistical Planning and Vendor Coordination:
Walking through the site helps both you and our team identify logistical considerations such as access points, parking areas, and proximity to facilities (restrooms, kitchens, power sources). This information is vital for setting up vendors, ensuring guest convenience, and coordinating various aspects of the event.
We also encourage during these site visits meeting all of your additional vendors at the site. This allows them to understand the layout and logistics right alongside us. We can walk through how each vendor will utilize the event space and determine any hurdles that may occur. Caterers, florists, lighting specialists and planners can offer valuable insights and suggestions based on their experience with the space or spaces like yours!
Terrain Conditions and Infrastructure Assessment:
Inspecting the grounds helps us to determine whether the terrain is suitable for a tent and flooring setup. Seeing the space in person can help us address any potential issues like slopes, drainage, or uneven ground that might affect the tent installation or your guests experience. Will you need customs stars? Perhaps a ramp? Maybe you want to tent over a beloved flower bush. We review it all in detail to make sure that nothing is overlooked.
For private home weddings, a site visit is especially important to help our team to assess whether the existing infrastructure (electricity, plumbing, lighting) meets your event’s needs. If modifications are required, we can plan for them in advance.
Weather Contingencies:
Seeing the site firsthand can helps you plan for potential weather challenges. You can consider backup options, like tent sidewalls or heating/cooling solutions, if the weather becomes unfavorable on your event day. We even recommend having a plan B tent for both outdoor ceremonies and cocktail hours, trust us!
To summarize, a site visit is an invaluable step in your event planning process, especially for a tented event. It empowers you to make informed decisions, create a seamless logistics plan, and visualize your dream event in the actual setting.
Think your ready to take your event from paper to real life?! Contact our team below through our Inquiry Form to get started!
