In any planning process, a thorough event venue checklist and an in-person site visit are essential to ensuring your event runs smoothly. Their importance only increases when hosting hundreds — or thousands — of attendees
“A main purpose of a site visit is to allow planners to experience the destination in full," says Sarah Cunningham, sales manager with Phoenix Convention Center & Venues. “We want you to walk the event space and envision your program here. It's critical that planners get a true sense of how their event will fit within the venue."
What to Look for During a Site Visit
Once your site visit is scheduled, a well-structured checklist helps you evaluate every detail with confidence. Here's where to focus:
1. Accessibility and Arrival
Start with travel logistics. Consider travel and accessibility logistics — airlift, ground transportation, proximity to the airport and parking availability. They're all factors that shape the attendee experience from the moment they arrive.
Phoenix Sky Harbor International Airport is located just four miles from Downtown Phoenix — approximately a 10-minute drive. Attendees can also take the Valley Metro Light Rail for just $2 one way, offering a convenient and cost-effective alternative to car rentals.
“During a site visit, planners can step into their attendees' shoes — from arrival at the airport to navigating transportation, hotels and ultimately the convention center," Cunningham says.
2. Destination Location
Walkability, hotel proximity and safety are key considerations when evaluating a destination.
Phoenix Convention Center's vertical, or stacked, design allows attendees to move efficiently between meeting rooms, general sessions and dining areas — without long walks between spaces.
Additionally, more than 4,000 hotel rooms are within walking distance, along with over 200 dining options. This accessibility supports a seamless experience for both structured programming and off-site activities.
3. Venue Configuration and Logistics
Understanding what's included in your rental is essential. Your checklist should address:
Food and beverage options
Audio-visual capabilities
ADA compliance
Lighting and acoustics
Green rooms and dock access
Phoenix Convention Center also provides planning tools to support your evaluation before, during and after your visit.
“Planners can review detailed floor plans and CAD diagrams in advance to prepare for their visit," Cunningham says. “We've also introduced a 360-degree virtual tour of the entire building, allowing planners to revisit spaces or confirm details at any point in the process."
4. Service Providers
Clarify which services are included, which vendors are required and which external partners you may bring in.
Understanding these parameters early helps avoid delays and ensures alignment with your event's operational needs.
5. Additional (and Hidden) Costs
Be sure to account for permit requirements, labor and union costs as well as branding opportunities and associated fees.
“We aim to be transparent about our policies and procedures so planners have the information they need throughout the RFP process," Cunningham says. “Costs and requirements can vary by venue or city, so clarity upfront helps planners make informed decisions."
Host Your Next Event at Phoenix Convention Center
From accessible transportation and walkable amenities to flexible meeting spaces and advanced planning tools, Phoenix Convention Center is designed to support events of every scale.
Contact our planning team to schedule a site visit or to start planning your next event.