Site Inspection Article

Draw, Dream, Debate. How to Conduct a Proper Site Inspection.

Before an event can become a smashing success, a lot of planning has to be done. One

of the most important stages of planning is the site inspection.

A site inspection is an investigation of the physical grounds where the event will take

place. This is usually done as a collaboration between all the key members of the event

in order to get everyone on the same page, although sometimes it is done solo. This

step is critical to planning the event because many decisions surrounding the event

should be based on the facts discovered at this site inspection. In order to conduct a

thorough site inspection, Accel does three things: Measure the layout, envision the event,

then troubleshoot for problems.

1. Measure

Measuring the layout requires three tools: A good tape measure (preferably at least a 25�

extendable tape that also has a locking mechanism), a pencil, and paper. The goal in

measuring out the area is to draw a basic floorplan. We start with the space constraints of

the area, basically length, width, and height. We try to use some sort of standard (for

instance, one block on the paper equals one square foot of area) so that the area is

drawn to scale. Physically marking down the dimensions is also a must.

Once we�ve sketched the outline, we fill in the details of the area that make it unique.

This includes trees, bushes, light poles, pavilions, electrical outlets, water pipes, and any

other physical items that impact the area. Annotate the amount of space that these

items take up so that by the end of this step your final product will be a basic - but very

accurate - map of the area.

2. Envision

In this area, practice really does make perfect. To be able to �see� every single detail of

the event taking place in an as-yet empty space requires past experience and a complete

familiarity of the operations of a catered event. This creativity is the most dynamic part

of the process and really allows Accel to suggest to our clients the best equipment to

satisfy their needs. Our job is to make the dreams that a client has and turn them into

reality.

3.Troubleshoot

Someone once said, �Even the best laid plans can go awry.� The final step of the site

inspection is to take the vision of what the client has asked for and critique it for possible

problems. The problems are sometimes quite visible. Other times, they are not.

For instance, often clients will request setting up 40x50� tents at Lanikuhonua Phase 1

(near Paradise Cove on Oahu) to rightly accommodate their guestcount of 200. However,

because there are two lines of coconut trees running right in the middle of the location,

only a 30� wide tent will fit. A recommendation to go with a 30x70� tent will both

accomodate the physical constraints of the location as well as meet the true need of the

client (to fit 200 people).

In another instance, a client may want to dine under the stars � but in Kailua. Since we

all know that it rains almost every other hour on that side of the island, a suggestion of

using a clear top tent will let the guests see the stars without feeling a drop. Problem

solved.

Conclusion

Site inspections are a very important part of the planning process. It is always wise to ask

a professional for help, whether it be your caterer, event consultant, or us. One tiny

mistake in measurement could mean the difference between getting everything ready on

time or realizing 4 hours before the event that things won�t fit. But anyone can learn to

do a site inspection. Just remember to draw it, dream it, debate it. Oh yeah, and then

just do it.

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