Location scouting: 10 essential questions to ask before choosing

Location Scouting: 10 Questions You Should Ask Beforehand

Whether it’s a corporate meeting or a team building activity, the venue is more than just a backdrop. To be certain that it is suitable for your specific event, you need to evaluate several key aspects and ask 10 essential questions. These questions are designed to give you a comprehensive overview of the venue and assist you in making an informed decision.

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1. Does the location meet your technical requirements?

Start with a detailed technical checklist. Consider audio quality (is the space echo-prone?), video possibilities (lighting, backdrop, angles), and internet connectivity—particularly the reliability of Wi-Fi. Poor technical infrastructure can compromise both live and recorded content.

2. Is the space accessible for all?

Accessibility is not optional. Check whether the venue is compliant with accessibility regulations, offers ramps or lifts, and has clear pathways. Don’t forget parking—ample, safe, and ideally close to the entrance.

3. What are the capacity and layout?

Understand the maximum number of attendees allowed and whether the layout can be adapted for your needs. Flexible seating and space planning can dramatically improve both comfort and engagement.

4. Are there restrictions on noise, filming, or catering?

Some locations have strict rules on sound levels, external catering, or filming permits. Clarifying these early will prevent last-minute disappointments or costly changes.

5. How does the lighting work?

Lighting influences both atmosphere and production quality. Visit at the same time of day your event will take place to assess natural light, artificial lighting options, and control systems.

6. Is there reliable on-site support?

Having experienced venue staff available can solve problems quickly. Ask about technical assistance, security presence, and dedicated coordinators.

7. What facilities are available for guests and crew?

Check restrooms, green rooms, storage, and preparation areas. For longer events or shoots, comfort spaces are essential to maintain productivity and morale.

8. How is the location connected to transport links?

Proximity to public transport hubs can significantly improve attendance. For international projects, consider distance from airports or train stations.

9. What’s the backup plan for bad weather?

Outdoor venues must have a solid plan B—whether it’s an indoor alternative, tents, or weather-resistant equipment. Never underestimate the unpredictability of conditions.

10. What’s the total cost, including hidden fees?

Understand the full financial picture, from rental fees to insurance, cleaning, and overtime charges. This ensures your budget remains realistic and prevents unwelcome surprises.

The Perfect Venue Is the One That’s Perfect for You

By systematically addressing these ten questions, location scouting becomes a structured, strategic process. Balancing aesthetics with technical and logistical realities ensures you select a venue that supports—not hinders—your vision. In the end, the right location is not just a backdrop, but an active contributor to the success of your event.

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