Site visits are a very important tool for both event owners and sports commissions or DMOs, but they come in many shapes and sizes and even different purposes. 

These purposes include:

1. Familiarize an event owner with the facilities in a location (FAM tours)
2. Nail down the functionality and logistics of a specific facility, either before or after a bid is awarded (site visits)
3. Finalize plans for the event after the bid is awarded (planning visits)

Let's take a look at each one of these types of site visits in a little more detail.

FAM Tours - These site visits usually skim the surface, not going too in depth on any one facility or amenity, and are designed to show off assets in the local area and leave the event owner with a favorable impression. For event owners, this can be a valuable way to experience what a destination can offer at the beginning of the bid process, to see if there is or isn’t a fit with their event. In many cases, this is the next logical step after a ‘speed-dating’ session at the NASC Sports Event Symposium.

Site Visits - Once an event owner and the destination have developed a sense that they have a good match, a site visit to dig into the details is imperative. This can be done either before or after the bid is submitted, but must certainly be done before the bid is awarded. 

The order of importance will vary depending on the type of event and the event owner, but the things that must be considered are the facility, hotels, local transportation, travel from the participants’ home towns to the destination, and dining and entertainment options for the participants before, during, and after the event.

• Facility - The facility or location is usually paramount, and it is crucial to develop a positive working relationship with the ownership and or management that will carry itself through the planning stages and into the event itself. There are many different considerations, depending on the type of event, but commonalities include parking, entering and exiting the event, admission (whether paid or free), seating or viewing areas, amenities for the participants, locker rooms or changing and rest areas, concession, restrooms, signage, advertising, and many more. It is best to use this visit to anticipate anything that will impact or need to be addressed in the bid and decision making process.
• Hotels - Hotels are another consideration that will vary by event type, but a very important one if the fans or participants will be staying one or more nights surrounding the event. Introducing event owners to hoteliers is very important because hoteliers are important stake holders in the industry, and taking the time to meet the local hoteliers will help build a strong partnership. Make sure that the hotels that are being used are in good condition, and in locations with places to eat and things to do nearby. Proximity to the venue is often a major consideration by both participants and fans, as are things like number of people in a room, free breakfast, free parking, and free wireless.

Planning Visits - Once a bid is awarded, it is often wise to plan one or more follow up site visits to nail down particulars, such as signage and decorations, award ceremony locations, admissions, and any number of details. It is important to use this time to continue to develop a positive relationship with the staff and management of the venue, and anticipate as many potential issues as possible.

For event owners, there is always stress and anxiety in the days leading up to the event. However, properly utilizing site visits and developing relationships with the destination, venue management, and hoteliers can help take the worries away and create what everyone involved wants to see: a successful event.

Rob Coggin, Director, League Operations
National Collegiate Roller Hockey Association

Learn More about the Mentoring Committee.