Site Visits

“As site selection grows more complex, Conference Planning Services outlines seven best practices for 2026. Planners should define event-specific priorities (attendee experience, accessibility, walkability, flexible meeting space) before sourcing; use virtual tours to narrow options but validate with in-person site visits that check smallest rooms, bathrooms, and housekeeping; go beyond baseline ADA compliance by confirming specific room layouts, transfer space, and door widths; scrutinize contracts for attrition, cancellation, and audit-rights language as financial exposure grows more complex; assess risk holistically, including emergency preparedness and alcohol liability; understand a group’s true value to hotels beyond room nights, including ancillary spend and need-period value; and maintain strong hotel and CVB relationships, which remain a key negotiating advantage even in a data-driven sourcing environment.”

“Choosing an accessible, inclusive venue improves the experience for all attendees, not just those with specific needs, wide doorways help wheelchair users as much as parents with strollers. During site selection, planners should evaluate mobility access (ramps, elevators, accessible parking), accessible seating in all event areas, communication support (real-time captioning, assistive listening devices, sign language interpreters), quiet or sensory-friendly spaces, and service animal policies. Beyond basic accessibility, inclusive venues should offer gender-neutral restrooms, nursing or family-friendly spaces, diverse dietary accommodations, and multilingual or Braille/large-print materials. Emergency preparedness should include evacuation plans designed for attendees with mobility challenges, accessible charging stations for mobility devices, and an on-site accessibility coordinator.”

“Site visits let planners evaluate meeting spaces firsthand, clarify logistics, and assess location factors like parking and airport proximity. In-person visits also strengthen contract negotiations through face-to-face relationship building. Conference Planning Services recommends asking hotels to cover transportation costs, and frequently organizes real-time virtual site visits as a cost-free way to narrow options. The most efficient approach combines both: virtual visits to narrow the shortlist, followed by an in-person visit for final confirmation.”