site visits purpose

8 Reasons Why Site Visits Are The Best Learning Experience

Whether you are just starting out in the field of architecture or an architect with 40 years of experience, site visits play a central role to our professional development. Most of the times, site visits take place during the construction phase of a project. It is during this stage where a team of multidisciplinary professionals physically get together to realize things previously drawn on paper in real, three-dimensional space. This long and complex process inevitably presents a series of challenges, but precisely so, it offers unique learning opportunities for architects , designers , and everyone else involved. From gaining professional knowledge to developing important life skills, here are eight reasons why site visits are the best learning experience:

1. Site visits allow for an authentic and accurate experience of the space.

While we may think we know a space or building inside out from all the overtime put into drawing plans, elevations, and sections, not to mention creating photorealistic renderings, site visits might prove that the actual space turns out looking and feeling a lot different from what we had envisioned. Physical factors such as time of day, temperature, and human traffic all affect our perception of a space or building, but the effects of these can never be conveyed sufficiently through mere two-dimensional drawings and it is by being on-site that we experience these factors at work and get an accurate understanding of the space.

2. Sometimes, site visits before the design phase of a project is crucial in helping us understand the local culture of a place.

When a project is located in a place unfamiliar to us, a site visit not only allows us to conduct site analysis, but also exposes us to the local way of life and the unique culture of the place. No amount of research in the office can beat being on-site and being physically and psychologically immersed within the environment. This is important so that we can create design solutions that are sensitive and responsive to the particular needs and characteristics of a place.

3. We learn most of the specifics of construction and construction methods on-site.

It is widely agreed among professionals that architectural education in schools rarely does a good job of exposing students to methods of construction. Schools are focused on teaching students to think conceptually and to sell their architectural designs, but when it comes to actual materials and construction, being on-site lets us witness how different materials and components come together and the processes and mechanisms involved in building. In fact, ask any professional in the field and they are likely to tell you that most of their knowledge of construction came from years of on-site experience.

4. Site visits allow us to learn from the expertise of other professionals.

Most of the times, site visits mean meeting professionals of other fields. Through our discussion of problems and solutions with professionals such as engineers, contractors, and electricians, we not only gain knowledge of other disciplines that will be helpful to our work, but more importantly see their expertise being applied in real life on the job site. Understanding aspects of a design from their perspective also helps us foresee and prevent potential problems in our design proposals.

5. Site visits expose us to concerns of safety.

Probably one of the first images that comes to mind when we speak of a construction site is that of people wearing helmets, and this shows just how important safety is on-site. When drawing or specifying a curtain wall glass panel on the computer, we do not have to personally deal with the physicality and weight of this massive material. At a site visit, however, the physical presence of large and heavy materials poses an immediate threat to our safety. An awareness of on-site safety is crucial to a smooth and successful construction process.

6. Site visits train us to think and make decisions on our feet.

When a project runs into a problem at the construction site, architects and designers often need to have discussions with other professionals to arrive at a decision on the spot. From a substitution of materials to signing an agreement, these things force us to be alert to various factors and consequences under a tight time constraint. Many of these decisions have major impacts on a project timeline and cost, so it is important to have the critical awareness and thinking skills needed to make such decisions when they are required of us.

7. Discussions and negotiations during site visits build our interpersonal and communication skills.

As different disciplines often have different methods of working, discussions and negotiations with a multidisciplinary team on-site require us to have good communication skills so that we can effectively convey our thoughts and relate to everyone involved. These conversations allow us to build interpersonal skills and learn from the various communication and working strategies of other professionals so that we become better at collaboration, management, and leadership.

8. When things do not go as planned, site visits let us understand why and how a design failed.

Sometimes, what we draw as two-dimensional plans, elevations, sections, and construction details fail to translate successfully into three-dimensional realities. It is useful to see the physical space or materials and talk with other professionals on-site to understand exactly how and why a design did not turn out the way we envisioned. Such experiences will give us the necessary foresight to prevent similar mistakes in the future projects.

Ultimately, site visits not only allow us to gain more technical and practical knowledge about materials and construction processes, but also offer opportunities to build valuable life skills that we can apply in our daily lives. Nonetheless, all these learning opportunities are only as much as we make of them. By paying more attention to the processes and complexities at a site visit, we might make our experience much more interesting and meaningful than it appears to be.

Lisa graduated in 2018 with a Bachelor’s degree in interior design and a few internship experiences. She is currently completing her Master’s degree in art history and studying architectural renderings for her thesis. Her passion is thinking critically about everything architecture: from architectural movements to contemporary professional practices.

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Site Visit Analysis and Report: How to conduct and evaluate your first architecture site visit

• Updated: January 2, 2024

Here we will cover everything you need to know about of how to approach your first site visit analysis for a new project, what to do when physically there, and how to eventuate and summarize the information you collect.

However before visiting for the first time we highly recommend that you carry out desktop study beforehand, as this will provide an important initial understanding of the site and generate far better results and more refined questions once there.

The desktop study will also help to identify the important items of equipment that you will need to take with you to make your trip as successful as possible. …these are mentioned below but may include a: 

• Site map (very important)
• Tape measure
• Laser distance meter

…more essential architects items here

Conducting an architecture site visit analysis

A site visit analysis is a comprehensive report that summarizes the findings of a physical inspection of a potential development site. It includes information on the site’s physical characteristics, location, surrounding area, demographic information, environmental impact, zoning regulations, traffic flow, and recommendations for development.

The report synthesizes all gathered information to provide a comprehensive understanding of the site and its potential.

What to look for?

Once there, there are a whole number of important areas and items that need to be studied and recorded, some of which would have already been identified during your desktop study, but as a starting point we’ve produced the below list of all the key areas:

We suggest that you take these with you and tick them off as they are found, so not to miss anything.

• Entrance and access points (both pedestrian and vehicle)
• Security (gates, surveillance)
• Travelling to the site (road types and suitability, safety, public transport)
• Boundary treatment (fencing, vegetation, land form, water)
• Extent of boundary (does it match the survey/OS map)
• Circulation (existing travel routes within the site)
• Noise levels (quiet and loud areas)
• Services (electric, gas, water, sewage)
• Existing buildings (condition? Relevant? Protected?)
• Existing landscape features (condition? Relevant? Protected?)
• Neighbouring buildings (local vernacular, protected?)
• Views in and out of the site (areas to screen off and areas to draw attention to)
• Tree’s and vegetation (protected and rare species)
• Ecology (any areas likely to be home to protected species)
• Orientation (sun and wind paths)
• Light levels (areas in direct sunlight, shaded areas, dappled light)
• Accessibility (disability access)
• Surrounding context (historical, heritage, conservation area, SSSI, AONB)
• Existing materials in and around the site
• Topography (site levels)
• Flood level (is it likely to flood)
• Soil and ground conditions (types and suitability)
• Existing legal agreements (where are the rights of way, covenants)
• Hazards (Electricity lines, Drainage, Telephone lines, Sub-stations)

We provide a site analysis checklist here covering all of the above that’s free to download.

Where to start

You want to begin documenting your visit as soon as you arrive, as the approach and entrance to your site are just as important as the site itself. If you’re desktop study didn’t highlight the possible routes and methods of transport to and from the site, then this needs to be recorded also.

Documenting your first impressions is vitally important, ask yourself; what do you see as you enter the site? what do you hear? what do you feel? (…what senses are the first to be triggered), you will only get one chance to do this properly and so you need to make it count!

…and don’t forget to include the location of the elements you record, when noting it down on your site map or survey. By the end of your visit, you should barley be able to read whats under all your notes …write down everything!

Moving on from first impressions, you should plan to walk around the site as least twice (as a minimum) to ensure that nothing is missed, so leave enough time to make a least two loops, noting down and photographing everything that you feel is relevant, no matter how small.

…there’s nothing worse than getting back to the studio and realizing you forgot to document something.

We like to use the check list supplied above and:

• Firstly walk around the site whilst annotating a site plan
• Secondly with a camera …photographing everything
• and thirdly with both …just in case something has been missed

This way we can focus on one task at a time, helping to ensure we gather everything we need.

In terms of a camera, and depending on your budget we suggest looking one these three options (but a phone is just as good):

• Sony DSCW800 Digital Compact Camera
• Sony DSCWX350 Digital Compact Camera
• Canon EOS 1300D DSLR Camera

It can be difficult to identify certain elements, and some may only be noticeable from a professional survey, such as underground services and precise spot levels. But approximations of such locations and heights are a good start and can serve as a reminder for further investigation.

If accessible you can of course take your own measurements and so this is where a tape measure and/or distance meter will come in handy.

Try one of these:

–  Tape measure

– Laser distance meter

What to take with you

Firstly look at the weather, you wont have a good time if your not dressed appropriately, and this applies to protecting your notes and equipment as well as yourself.

…a simple quick check, can make or break a visit, arranging to go on sunny day will also give you the best site photographs, which could also be used in future CGI’s and presentation material. 

If the site is derelict, or has potentially dangerous or hazardous elements, it is likely that you will require personal protection equipment (otherwise known as PPE) so make sure this is organised before setting off.

As a minimum you want to take with you a camera, a pen and an OS map. Google Maps can provide a temporary (though very basic) version, but a much preferred scaled version that can normally be obtained through your university or practice via such companies as:

• Digimap – digimap.edina.ac.uk
• Xero CAD – xerocad.co.uk
• CAD Mapper – cadm a pper.com (free account available)

As mentioned, you will want to make notes, and record everything you observe, experience and hear all over this map. So print out a couple of copies at a usable and convenient size.

A camera is essential in documenting the site, and the pictures taken during your visit are likely to be used on a daily basis throughout your project. So once again make sure you document and record everything.

Pictures should be taken from all distances, close zoomed-in sections of materials and textures along with shots of the site from a distance to include the area as a whole and within its context.

Note pads are important for obvious reasons, we prefer an A5 sized pad, as this is much easier to carry and hold than an A4 one.

Tape measures can be useful, but we never go on a site visit without a distance meter.

…and lastly if you’re visiting on your own, don’t forget to tell someone where you’ll be and take your phone with a charged battery.

Our site visit equipment check list looks something like this:

• Weather check
• Print out our “what to look for” checklist
• Site map (at least 2 copies)
• PPE equipment
• Scale ruler

If you are interested in trying our architecture site analysis symbols for your own site analysis recordings and presentation, then head over to our shop ( Here ).

FAQ’s about site visit analysis

What is included in a site analysis.

As discussed above, site analysis typically includes the following elements:

• Site location and context: Understanding the location of the site in relation to the surrounding area, including climate, topography, neighboring buildings, and accessibility.
• Physical characteristics: Examining the site’s physical features, such as its size, shape, soil type, vegetation, and water sources.
• Utilities and infrastructure: Assessing the availability of utilities such as electricity, water, gas, and sewer, as well as the infrastructure, such as roads and transportation.
• Environmental considerations: Analyzing the site’s potential environmental impact and assessing any potential hazards, such as flooding or soil stability.
• Zoning and land-use regulations: Reviewing the local zoning and land-use regulations to determine the types of uses and development allowed on the site.
• Cultural and historical context: Examining the cultural and historical significance of the site and its surrounding area.
• Demographic information: Analyzing the demographic information of the surrounding area, including population, income, and age.
• Traffic and pedestrian flow: Studying the flow of vehicular and pedestrian traffic in the area to understand the impact on the site.

This information is used to inform the design of a building or development project, taking into account the unique characteristics and constraints of the site.

What are the steps of site analysis?

including the above, the steps involved in conducting a site analysis report typically include:

• Data Collection: Gather data and information about the site, including maps, aerial photos, zoning regulations, environmental reports, and other relevant documents.
• Site Observations: Conduct a site visit to observe and document the site’s physical and environmental conditions, such as topography, vegetation, water sources, and neighboring buildings.
• Context Analysis: Analyze the site’s location and context, including its surrounding area, access to transportation, and cultural and historical significance.
• Demographic Analysis: Study the demographic information of the surrounding area, including population, income, and age, to understand the potential market for the development project.
• Traffic and Pedestrian Flow Analysis: Study the flow of vehicular and pedestrian traffic in the area to understand the impact on the site.
• Synthesis: Synthesize the information gathered in the previous steps to develop a comprehensive understanding of the site and its potential.
• Recommendations: Based on the analysis, make recommendations for the development of the site, taking into account the unique characteristics and constraints of the site.

These steps help architects and planners to gain a deeper understanding of the site and to make informed decisions about the design and development of a building or project.

Every design project begins with site analysis … start it with confidence for free!.

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Conducting a Meaningful Site Visit

A site visit can be one of the most important tools you use, as a grantmaker, in determining your ultimate funding decisions. For example, an in-person look at a potential grantee’s activities can complement a grantee’s written proposal and give you a clearer picture of their request. In fact, site visits can be one of the most interesting parts of the grantmaking process.

What makes a site visit meaningful? Careful preparation, mutually understood goals, a willingness to see the event as part of an ongoing relationship. So how can you be a "good guest" while conducting a structured, but not stifling, site visit? Here grantmakers offer some helpful advice for:

"It's not surprising to feel a little nervous about site visits. One way to orient yourself is to put yourself in the shoes of the applicant and imagine how you'd like to be treated. Often, puzzles about what to say or how to say it will become immediately clear."

— A grantmaker recalling a first experience with site visits

Managing Your Role

Since the business of making grants primarily involves establishing a relationship between the grantor and the grantee, grantmakers often conduct site visits precisely to develop firsthand relationships with leaders and organizations in the communities and fields on which they focus. As such, a site visit can serve as an open-ended interview that allows you to ask pressing questions you may have and let potential grantees discuss the things they love to do. Talking at length and in depth with applicants about their work, and making certain they understand the fundamental purposes of your grant-making program, can also sometimes lead to exciting new ideas.

It can be a mistake, though, to think of a site visit as a discrete, one-time-only event. Site visits and one-to-one conversations are more likely to be continuing activities — at least with organizations directly involved in your program areas. Consequently, you may decide to make your first site visit to some organizations before you circulate a request for proposals, as a get-acquainted step, or as an element of your overall reconnaissance. Later, another visit may be part of your consideration of the group’s proposal. If you decide to award a grant, there are likely to be other visits — within reason — down the road, either to monitor the grant or maintain good relations.

Bear in mind that few organizations turn down a funder’s request for a meeting. They may be in the midst of their busiest season, rushing to prepare a proposal for another funder, or simply overwhelmed with work — they’ll probably still set aside two hours for you. As valuable as site visits can be, therefore, it’s important to make sure you’re not imposing on the organization’s time or distracting its staff. Remember: the organization is not likely to tell you — at least at first — that your request for a meeting comes at a bad time. You need to be alert and sensitive, and hope that at some point the group feels free to be more candid with you about its schedule.

Before You Visit

If the site visit is a first contact, do some homework. If you have not yet received a proposal from the organization, visit its Web site, if one exists, or research its area of work. This preparation allows you to use the time you spend with potential grantees efficiently, to ask pertinent, informed questions, and to understand what they’re trying to accomplish.

Even if the contact isn’t a new one, prepare yourself and the grantee before the visit. Be thoughtful and clear. For example, you might explain that you want to learn more about a particular aspect of the organization’s work. In any case, let them know how much time you have, and whether there are particular people or activities you would like to see.

Formulate some preliminary questions — but be careful of coming up with a long list. Narrow it down to the three most important ones, so as not to overwhelm your host. Notify the potential grantee of your questions ahead of time. You might also suggest that the organization send you an agenda of its own for the visit.

If possible, schedule site visits at times when you can observe some type of program activity. It helps to experience the work of the potential grantee firsthand.

While it can be helpful to conduct your visit with other staff from your foundation — the added perspective may be valuable — remember that having too many additional people can make it hard to have an informative, relaxed conversation.

Be aware that a site visit is a very important event to potential grantees. They will quite likely put a lot of energy into planning it and will hope to have your full attention. Difficulties in scheduling can create a misleading impression, as one grantmaker learned: "I remember a time when one of our team had to leave after half an hour. It wasn’t disrespectful; it was just someone juggling a tough working schedule. But it seemed as though perhaps we weren’t really that interested."

During the Visit

Begin by reminding people of the reason for your visit and about your role. You may have explained these points already, but nonprofits often play host to visitors, and may not remember what you told them. Be sure they understand that you’re there not only as an interested individual, but as your organization’s representative.

Since everyone's time is scarce, you may want to focus on what you most need to know to make a good grant, and on matters that call for the prospective grantee's impressions, interpretations, and personal reflection. In other words, the site visit is not usually the best time to bring up small, detailed matters that may require the applicant to do research or analysis. It is an opportunity to get to know the organization in a more personal way than is possible on paper

As the Visit Concludes

Don't forget to use the visit as an opportunity to expand your knowledge of the broader community or field. Ask applicants for suggestions about other organizations or activities that you should be looking at, or other people you should get to know.

Leave room for excitement: surprisingly good things can happen during a site visit. "I remember one visit," notes an experienced grantmaker, "when, after about an hour-and-a-half of talk and examination of the premises, the prospective grantee deferred going to another meeting so he could fill us in on his ideas for several different possible grants. It was a lively discussion, and I think curtailing it would have curtailed the making of the grant. You have to leave room for excitement."

And a final note. If the first one or two visits start off stiffly, don't worry. It takes more than an hour or two, and often more than a single visit, to establish the kind of trusting, open relationship in which a real exchange of ideas — the "excitement" — can take place.

MORE ON THIS SUBJECT

Learning from Site Visits (Funding Community Organizing) Managing Expectations: Site Visits (Saying Yes / Saying No)

Takeaways are critical, bite-sized resources either excerpted from our guides or written by Candid Learning for Funders using the guide's research data or themes post-publication. Attribution is given if the takeaway is a quotation.

This takeaway was derived from Building Community Inside and Out .

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An Evaluator’s Guide to Performing Successful Site Visit Observations

For external evaluators, site visits (e.g. visiting schools) provide an opportunity to experience the activity, program, or product first-hand while also offering a chance to connect in-person with participants from a study. As these observations provide an important addition to report findings, Magnolia Consulting follows several steps for successfully navigating site visit observations. Based on our experience, here are five key guidelines for successful site visit observations:

• Conduct an in-person study orientation. Conducting an in-person study orientation before site visits offers the opportunity to meet and interact with participants, which helps to establish a trusting relationship. Having a positive rapport with participants is important as it allows for open communication and can help reduce any participant concerns associated with site visit observations. During the study orientation, inform participants of details about the purpose of the site visits, expectations for participation, and how site visits will be scheduled to minimize disruption in the classroom. During the orientation, explain how the data will be used and how evaluators will maintain participant confidentiality. If the budget does not allow for an in-person orientation, webinars with video access are also a helpful tool to introduce yourself to the participants.
• Create an observation protocol.  Using an observation checklist or protocol helps to reduce bias associated with observations and assures that preestablished guidelines are followed. These protocols typically focus on the quality and extent to which an activity, program, or product is implemented and/or aligned to best instructional practices in the field (i.e., reading instruction, STEM). If multiple evaluators perform observations across participants or sites, the measure should be checked across observers for agreement and accuracy.
• Enlist a site coordinator . If budget allows, plan for having an on-site coordinator who knows the site’s participants and inner workings. This individual can communicate with the evaluation team’s program coordinator on details throughout the study such as scheduling observations across multiple participants at the site. Furthermore, the site coordinator can communicate details with participants before the observation and answer any questions that arise. In addition to coordinating site visit observations, the site coordinator might be responsible for other helpful tasks such as managing consent forms and ensuring assessments are distributed and returned in an organized manner.
• Be flexible with scheduling.  Allowing flexibility and accommodating a site’s scheduling needs supports understanding and recognition of “real world” complications. If possible, create a schedule that follows the site’s established routines. This may require conducting observations across several days rather than consolidating multiple sessions into a shorter timeframe. If the evaluation budget is limited and requires observations to be performed within a brief period, work with the site coordinator to determine another mindful, yet suitable schedule. If appropriate, send participants a direct email one week prior to the visit restating the purpose of the observation and confirming the schedule. This can help avoid an observation from being unannounced.

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About the author: molly henschel.

Evaluation Site Visits – Seeing is Knowing

• Posted on April 3, 2019
• In Data Collection , Evaluation

Gathering evaluative information about a program or initiative often relies upon evaluators physically visiting the program’s location in order to observe program operations, to collect evidence of the program’s implementation and outcomes, and to interview staff and program participants. The empirical and observational nature of site visits offer evaluators a unique lens through which to “see” what the program actually is, and how it attempts to achieve the desired outcomes it hopes to achieve.

In their influential article, “Evaluative Site Visits: A Methodological Review,” American Journal of Evaluation, Vol. 24, No. 3, 2003, pp. 341–352, Lawrence, Keiser, and Levoie note that, “An evaluative site visit occurs when persons with specific expertise and preparation go to a site for a limited period of time and gather information about an evaluation object either through their own experience or through the reported experiences of others in order to prepare testimony addressing the purpose of the site visit.” Unlike case studies, which are of longer duration and often of greater depth, and which seek to describe in detail the instance or phenomena under study, site visits are of limited time duration, and are focused on gathering data that ultimately will inform judgement about a program’s worth/value. Site visits typically involve the use of a number of qualitative methods (e.g., individual and focus group interviews, observations, document review, etc. For more information on the kinds of data that site visits permit, see our previous blog post “Just the Facts: Data Collection.”

Michael Quinn Patton summarizes the essential elements of an evaluation site visit:

• Competence–  Ensure that site‐visit team members have skills and experience in qualitative observation and interviewing. Availability and subject matter expertise does not suffice.
• Knowledge–  For an evaluative site visit, ensure at least one team member, preferably the team leader, has evaluation knowledge and credentials.
• Preparation–  Site visitors should know something about the site being visited based on background materials, briefings, and/or prior experience.
• Site participation– People at sites should be engaged in planning and preparation for the site visit to minimize disruption to program activities and services.
• Do no harm– Site‐visit stakes can be high, with risks for people and programs. Good intentions, naiveté, and general cluelessness are not excuses. Be alert to what can go wrong and commit as a team to do no harm.
• Credible fieldwork– People at the site should be involved and informed, but they should not control the information collection in ways that undermine, significantly limit, or corrupt the inquiry. The evaluators should determine the activities observed and people interviewed, and arrange confidential interviews to enhance data quality.
• Neutrality– An evaluator conducting fieldwork should not have a preformed position on the intervention or the intervention model.
• Debriefing and feedback– Before departing from the field, key people at the site should be debriefed on highlights of findings and a timeline of when (or if) they will receive an oral or written report of findings.
• Site review– Those at the site should have an opportunity to respond in a timely way to site visitors’ reports, to correct errors and provide an alternative perspective on findings and judgments. Triangulation and a balance of perspectives should be the rule.
• Follow-up– The agency commissioning the site visit should do some minimal follow‐up to assess the quality of the site visit from the perspective of the locals on site.

Lawrence, Keiser, and Levoie argue that evaluative site visits are not merely a venue in which a range of predominately qualitative methodologies are used, but a specific kind of methodology , which is distinguished by its use of observation. “We believe site visit methodology is based on ontological beliefs about the nature of reality and epistemological beliefs about whether and how valid knowledge can be achieved. Ontologically, in order to conduct site visits the evaluator must assume that there is a reality that can be seen or sensed and described. Epistemologically, site visits are based in the belief that site visitors are legitimate, sensing instruments and that they can obtain valid information through first-hand encounters with the object being evaluated.”

Accordingly, site visits are where evaluators can get “the feel” of what a program is and does. As a result, site visits are a critical means through which evaluators gather and interpret data with which to make judgements about the value and effects of a program.

“Evaluative Site Visits: A Methodological Review,” Frances Lawrenz, Nanette Keiser, and Bethann Lavoie, American Journal of Evaluation, Vol. 24, No. 3, 2003, pp. 341–352.

See Michael Quinn Patton quoted in Editors’ Note , Randi K. Nelson and Denise L. Roselan, New Directions in Evaluation , December, 2017

“Using Qualitative Interviews in Program Evaluations”

Conducting and Using Evaluative Site Visits: New Directions for Evaluation, Number 156, February 2018

“Developmental Evaluation: Evaluating Programs in the Real World’s Complex and Unpredictable Environment”

Glitches in Philanthropy?

Talking back to foundations, recommended posts.

What is Evaluation and Why Do It?

The Post-Pandemic Future for Nonprofits

Providing Timely Information: Program Monitoring

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Site Visit or Plant Tour: How to Maximize Its Effectiveness

• December 3, 2018
• Supplier Assessment , Supplier Sourcing

We’ve talked about why and how you should do a site visit before. Even though you know a site visit is of great importance in assuring you the quality and the consistency of your future products, you may still find it hard to put it to effective use. This is all the more true if you or your team have limited experience in conducting site visits or plant tours.

For some, especially those who are looking for overseas suppliers, site visits are both time and money consuming. Especially when you don’t have a local team to help you with that.

So what can you do to ensure an effective site visit? How can you maximize the effectiveness of the plant tours?

We’ve broken the whole site visit into the following 3 parts, so you’ll have a better idea of what to do in each phase of the site visit so as to make it effective as you hope.

Before the visit

Before going straight forward to the supplier, there are things that you can do to save time for the both parties. Such preparations are of utmost important in that they set the tone for the rest of the tasks that follow.

Prioritize your goals for the site visit

First, you need to know for sure why you want to do the site visit, what accomplishments you want to achieve, who do you think you should talk to if you want to get the problem solved.

Without knowing where to focus the time and effort, it’s almost unlikely that you will see a promising outcome for the site visit.

The last thing you want to do is to make the site visit just a day tour to the factory, only to discover that the site visit is but a tiring and non-effective waste of time.

Gather the right resources

Once you’ve set the goals for your site visit, it shouldn’t be hard for you to gather the right resources to actually going to the site.

For example, you should include a quality engineer in your site visit team if one of your priorities is product quality. And you should definitely include a sourcing professional if you want to make sure the product price is not off the chart.

It is, of course, very natural for you to include as many people who have site visiting experience as you can. Because the more site visits one has done, the easier for them to maximize the effectiveness of the tours. However, with the clear goals and structure set, it’s easy for even the young, in-experienced engineers to get the most out of site visits.

Do a joint preparation

When you have the goals and team set, the next thing you do is to start preparing for the visit. And we suggest doing a joint preparation, i.e. a joint meeting between you and the potential supplier.

In this way, you won’t have to explain to your supplier what exactly are you looking for at the site and waste the precious visiting time. And your supplier can prepare the required information such as data, numbers, figures when you ask for it at the site.

In addition, you can settle down on the detail schedule for the visit and propose changes to items that are of little importance to your visit goals.

During the visit

We’ve covered in the post Select the Ideal Supplier With a Site Visit  about what questions you should as during a site visit.

Here is just a screen shot for your reference. Feel free to give it a read if you’re interested in knowing more.

After the visit

When the visit ends, it’s crucial that you summarize the visit into a form of report and then send feedback to your potential supplier.

On the one hand, the site visit report is a good way to tell how well you and your team have achieved the goals you set before the visit. In addition, the report provides an objective insight of whether the visited supplier is a good fit for your product.

On the other hand, your potential supplier could use the feedback to improve their expertise and capabilities. Even though the supplier won’t be your choice at the end, it’s still good for your business to maintain a nice, friendly relationship with more potential suppliers.

If site visits are almost impossible…

There are many cases where site visits are almost impossible to be done. For example, when your potential suppliers are located somewhere across the world; when you don’t have the right resources to assess the potential suppliers at site; when the suppliers refuse any chance of site visiting from you…

If you’re still bothered by the above problems, feel free to reach out to us, and we’d be more than happy to fix the problem for you.

We have a team of engineers with decades of experience in field; we’re located in Asia so it’s easier for us to get around; we have great relationships with hundreds of suppliers in almost any industries… In a nutshell, we’ve got you covered.

Feel free to let us know what’s bothering you, and we’ll see what we can do to help.

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Dashpivot article – Site Visit Report example

Site Visit Report example

What is a site visit report.

A site visit report is a formal document that provides a detailed account of a visit to a particular location or project site.

It records the observations, activities, conditions, discussions, and any deviations or issues identified during the visit.

The report often includes recommendations or action items based on these findings.

It serves as an official record, aids in tracking progress or compliance, and can guide future decision-making.

What does the site visit report example cover?

Here's what's covered in the site visit report example:

• Report Title: Clearly indicating it's a "Site Visit Report."
• Project Name/Title: Name of the project or site.
• Location: Address or description of the site visited.
• Date of Visit: The exact date the visit took place.
• Prepared By: Name of the person or team who prepared the report.
• Introduction/Objective: A brief section detailing the purpose and objectives of the site visit.
• Attendees/Participants: A list of individuals present during the visit, including their roles or affiliations.
• Summary of Activities/Observations: A concise overview of what was done and seen during the visit.
• Project Progress: Status of ongoing work.
• Safety Measures: Observations related to safety precautions, PPE usage, and potential hazards.
• Quality of Work: Comments on the quality of work done so far.
• Equipment & Resources: Status and condition of machinery, tools, and other resources.
• Personnel: Feedback on staff performance, skill levels, or interactions.
• Issues or Concerns Identified: Any problems, discrepancies, or potential risks noticed during the visit.
• Recommendations: Based on observations and identified issues, suggest corrective actions, improvements, or next steps.
• Photos and Diagrams: Visual documentation can be invaluable in a site report. Include relevant photos with clear captions to illustrate points made in the report.
• Conclusion: Sum up the main findings and the overall impression from the site visit.
• Next Steps/Follow-Up Actions: Any scheduled follow-up visits, tasks to be done, or decisions to be made after the site visit.
• Attachments/Appendices: Additional materials, notes, or detailed data supporting the report's content.
• Signatures: Depending on the report's formality, it might be necessary for the person preparing the report and perhaps a superior or project stakeholder to sign off on its contents.

A well-prepared site visit report should be clear, concise, and structured. It provides a factual and objective account of the visit and serves as a vital tool for communication, decision-making, and record-keeping.

Site Visit Report example and sample

Below is an example of a site visit report in action. You can use this example in its entirety or sample it as needed.

Use a free Site Visit Report template based on this Site Visit Report example

Digitise this site visit report example.

Make it easy for your team to fill out site visit reports by using a standardised site visit report template .

The free digital site visit report comes pre-built with all the fields, section and information from the site visit report example above for your team to carry out detailed reports.

Customise the report with any extra information you need captured from your site visit reports with the drag and drop form builder.

Distribute your digital site visit report for your team on mobile or tablet so they can fill it out on site while the information is still fresh and at hand.

Create digital workflows for your site visit reports

Make it easy for your team to request, record and sign off on site visit reports by utilising a dedicated a site visit report app .

Automated workflows move a site visit request from planning to recording to signoff a smooth and simple process.

Quickly and easily share completed site visit reports as perfectly formatted PDF or CSV so your team is always across what's been recorded.

Take photos of site progress on site via your mobile or tablet, attach directly to your site visit reports with automatic timestamps, geotagging, photo markup and more.

Site diary template

Complete and organise your daily diaries more efficiently.

Meeting Minutes template

Capture, record and organise those meeting minutes.

Progress Claim template

Streamline and automate the progress claim process to get paid faster and look more professional.

Sitemate builds best in class tools for built world companies.

About Nick Chernih

Nick is the Senior Marketing Manager at Sitemate. He wants more people in the Built World to see the potential of doing things a different way - just because things are done one way doesn't mean it's the best way for you.

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A site inspection checklist is a tool event planners can use when visiting a location they’re considering for their next affair.

Examining a venue in person allows you to make note of the advantages and limitations of what’s available. Having a checklist makes it easy to keep track of all the little details. This way, you can make an educated decision either way. It also helps to have this info handy when you begin planning the event.

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A site inspection checklist helps event planners remember every little detail, no matter how small, when visiting a venue. It also helps to keep uniform records of site inspections as a future reference for both yourself and other team members.

Organized and extremely detailed records like these are a huge asset to event planners, regardless of whether they ultimately choose the venue this time around.

In an ideal world, you’d schedule your site inspection a year out from your event, with follow-up visits six months and one month out.

But the new norm seems to be a single visit just a few months away from the event. Not to worry though ” a site inspection checklist is a great tool for this situation since it helps to make sure you get all your ducks in a row in just one visit.

A site inspection checklist helps event planners remember every detail, no matter how small, when visiting a venue. Click To Tweet

2. Scheduling

Event planners can typically schedule a site inspection through a sales representative at the property via phone or email. If it’s a hotel, they might also coordinate your complimentary room at this stage, although not all sites offer free rooms with every inspection.

3. Preparation

Conducting a site visit requires time management skills from both the planner and the venue itself. Make sure you’re prepared with your site visit checklist and preliminary research completed before you arrive. And if the visit feels rushed, make a note of that as well.

3 site inspection tips

• Ask smart questions. Ask questions that can’t be answered by any materials you already have. Also, remember to time your questions well. Some questions are better to ask during a tour, while others are more suited to ask during a break.
• Connect with at least three other event planners. Most often, a site visit will involve a group of people. Talk to as many event planners as you can and exchange contact info. After the inspection, you can connect and discuss your points of view about the venue and whether you’ll each move forward with it. They might even have some insider info to pass along.
• Have a checklist ready to go. As we’ve already mentioned, having a checklist with you is one of the most important steps to a successful site inspection. Use our checklist as a jumping-off point and be sure to include additional questions of your own.

Try the world’s most popular event diagramming

In addition to bringing a checklist like the one below, you’ll also need to do each of the following:

• Research, research, research. Look at specifics about the venue and the surrounding area. Review all resources (like virtual tours and downloadable floor plans) the venue provides ahead of time.
• Check in with your team . Go over your inspection checklist to see if they have any further recommendations or requests for you.
• Prepare business cards . You can give them to the venue’s sales rep and other tour members for networking purposes.
• Pack the right tools. You should always bring a camera (that has plenty of available storage) with at least one backup battery just in case. Also, remember to take your checklist and an organized list of your event needs and wants.
• Know what you need to see and what you don’t need to see. If the gym and pool areas aren’t necessary for your guests, make sure your contact at the venue knows that ahead of time. Be sure to have a must see list and kindly insist on visiting these areas during the visit.

Remember, the point of the site inspection is to leave with all the info you need to make a decision about the venue. So prepare accordingly. In addition to this list, you can also prepare by getting to know what separates a good inspection from a bad one.

Hotels and other event venues should do their best to impress event planners during site inspections. But there are some telltale signs that a venue is going truly above and beyond (or not).

Here are some signs that the site knows how to lead a quality site inspection:

• They are honest about hidden costs or availability. The sales rep should tell you about pricing options and fees upfront.
• They ask for event specifics before you arrive . Venue reps should already be familiar with your event needs and how they can accommodate them ” even if they have to get a little creative to do so.
• They provide full access to updated and accurate floor plans . To-scale floor plans are a must for event planners, and venues should go out of their way to make sure you have them so you can successfully plan table layouts .
• They don’t overpromise. If the venue isn’t able to fulfill things like food and beverage requests or equipment availability, they should be transparent about that. They should also provide all the possible alternatives they have on hand.
• They provide a custom, tailored experience for your visit. Their site inspection agenda, room set-ups, and walk-throughs should all mirror your event vision.
• They give you a single point of contact. Having one team member you can contact before, during, and after the site visit makes it easier to communicate with the venue.

Once you know these telltale signs, it’s time to prepare your own checklist.

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• Site inspection date
• Contact information
• Venue availability

Site specifics

• Mobil rating
• Is there any upcoming construction planned? If so, when?
• Is the venue ADA compliant? If no, why not?
• Cancelation policy
• Attrition penalty
• Deposit amount and due date
• Neighborhood
• Building appearance
• Landscaping

Event logistics

• Nearest airport & distance from venue
• Nearest hotel (if venue is not a hotel) & distance from venue
• Parking fees
• Valet parking availability
• Freeway accessibility
• Directional signage
• Recreational services available

Food & beverage

• Continental breakfast
• Full breakfast
• Coffee (per gallon)
• Service charge
• Guarantees needed by
• Overset guarantee by (%)
• Special packages
• Presentation

Audio & visual

• Equipment provided
• Equipment quality
• Equipment availability
• Rental rates
• Labor rates
• Are union rules applicable? If so, what are the requirements?

Additional checklist items for meeting rooms

• Space availability
• Room rental charge
• Set-up charges
• Cleanliness
• Soundproofing
• Ceiling height
• Temperature control
• Sound system
• Presentation equipment
• Number of elevators and proximity to space
• Nearest restroom proximity
• Nearest restroom cleanliness
• Catering availability

Additional checklist items for hotels

• Is complimentary transportation to/from the nearest hotel and/or airport available?
• Approximate taxi fare from the nearest hotel and/or airport
• Total number of sleeping rooms
• Total number of suites
• Rooms with king beds
• Rooms with queen beds
• Rooms with 2 double beds
• Rooms with twin beds
• % non-smoking rooms
• Rack rate for singles, doubles, and suites
• Group rate for singles, doubles, and suites
• Complimentary rooms available
• Plus over and above
• Room tax rate
• Additional tax per room per night, if applicable
• Room block by day (list each date and corresponding number of rooms)
• Cut off date
• Are rates available after cut off date?
• Proximity to meeting space
• Cleanliness & appearance
• Square footage of each room type
• General amenities
• Bathroom conditions & cleanliness
• Is there a workspace or desk available inside rooms?
• Is there a sitting area available inside rooms?
• Number of restaurants in hotel
• Number of lounges in hotel
• Public restroom proximity
• Public restroom cleanliness
• Fire safety
• Handicap accessibility

5 important questions to ask at every site inspection

There are certain questions that, regardless of what type of venue you visit, are required for any event. Here are 5 questions that should give you greater insight into what the site can provide:

• How late can events run?
• What is the max capacity for each room?
• What permits are required for events?
• Are there designated areas for storage, green rooms, and/or back-of-house?
• What branding opportunities are available inside and outside of the venue?

If you want to make the most of your site visit, you must also think ahead to what you’ll need to do once it’s over. Make sure to address each of the following:

• Review your visit with key stakeholders by forwarding them a summary of your findings along with a meeting request.  
• Hold an in-person meeting to go over details, share your site inspection checklist, and answer any questions your team might have.
• Make a decision on whether or not to move forward on this venue together.

You can find even more amazing tips for site inspections and event planning with our free event planning checklist .

Final thoughts

Checking out a new venue for the first time means managing a lot of moving parts with a site inspection checklist. It also means trusting your gut and picking a venue that aligns with your event goals. Knowledge is power for the modern event planner. So be sure to include any other questions you may have that are specific to your event or your location needs. Now that you’ve read the site visit guide , check out tips for how to negotiate event contracts.

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Site Visits

Recommended equipment.

• Base maps and aerial photos of the site and surrounding area.
• A notepad and clipboard for taking field notes.
• A still camera or video recorder.
• A measuring device (preferably on wheels).
• Appropriate clothing, including boots, construction hat and durable outerwear.
• Identification as a member of the plan commission or planning and zoning staff.

Many local officials conduct a site visit prior to making decisions on proposed rezonings, conditional uses, subdivision plats, and other development decisions. A site visit can be used to verify the accuracy of information submitted as part of an application and to gain a hands-on understanding of the site and its context. Using a combination of field notes, photographs and video recordings, local officials record the characteristics of the site and surrounding properties, including topography, vegetation, surface water, drainage, streets, buildings, utilities, parking and circulation patterns. This information can be used to identify potential conflicts between the proposed development and neighboring uses and to identify limitations of the site that may require additional analyses or mitigation.

Plan commission members have several options for conducting site visits. If plan commission members visit the site as a group, they must comply with the requirements of Wisconsin’s open meetings law, including providing advance notice of the meeting and allowing the public to access the site. 4 To avoid these requirements, some communities require plan commission members to visit the site individually. Others restrict site visits to planning and zoning staff. If a site visit is performed by staff, the staff should take photographs or a video recording of the site and prepare a detailed staff report to share with the plan commission.

Before anyone may physically access a property for a site inspection, permission must be obtained in writing from the landowner. Most communities include a signature line on the application granting this authority. For example, one community provides: “By the execution of this application, the applicant hereby authorizes the City or its agent to enter upon the property during the hours of 7:00 A.M. to 7:00 P.M. daily for the purposes of inspection. This authorization applies even if the applicant has posted the land against trespassing pursuant to Wis. Stat. § 943.13.”

4 The purpose of a site visit is to gather information related to making a decision of a governmental body, therefore, both the numbers and purpose test of the open meetings law are met. Plan commission members conduct site visits to gain a better understanding of the physical limitations of properties and their neighboring uses.

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Site Visits – What Are They and How Can I Benefit?

30th january 2019.

Table of Contents

What is a Site Visit?

Last updated: Jun 7, 2022 @ 3:56 pm

Site visits are a component of the tendering process . They involve visiting the site where you are hoping to deploy your services, for the purposes of gaining in-depth information.

Are site visits common?

Within certain sectors, yes. Site Visits are not a universal aspect of tendering. You may find on one tender that it is compulsory to attend a site visit, for another that it is optional and for another, it is not offered as a possibility. This is yet another reason for reading the tender documents thoroughly. Not all tender documents are laid out in the same way. The information pertaining to potential site visits could be buried in an unlikely section of your documents.

Why do we need site visits?

Depending on the sector that you are tendering within, site visits may or may not be integral. If you work in Construction , Energy, Facilities Management or similar, then site visits are incredibly important for the following reasons:

Information gains

• Site visits pose a valuable source of information that you may not get from the tender documents .
• They present an opportunity to get detailed information from people who are knowledgeable about the site.

Accurate pricing

• If you are required to submit a pricing document, site visits give you the chance to gain meaningful information that you would never be able to glean from just the tender documents or internet searches. This will allow you to produce a realistic pricing strategy , preventing you from erroneously pricing too high or too low.

Better quality responses

• Site visits are invaluable for gathering details that will strengthen your quality responses, especially those that focus on Health & Safety, Contract Implementation and Risk Assessment & Mitigation.
• You can clarify any doubts that you may have about the information provided in the tender documents. This will again help you in your journey towards the completion of a detailed, competitive tender submission .

Site visit outcomes

There are several things that can happen as a result of a successful Site Visit.

• You could simply come away with more information to include in your tender submission , which is always a fantastic result.
• You may find that the tender deadline is extended if enough doubts, queries or clarifications are raised during the visit that causes the Buyer to consider releasing updated tender information.

How do I make the most out of my site visit?

Fortune favours the prepared. Before you go on your site visit, make sure you have covered the following points:

• Know as much about the Buyer as you can before you go. This will mean that you don’t waste valuable time asking questions that you could already know the answers to.
• Make a list of all the information you need to learn and take it with you. You might be confident that you have enough information about H&S requirements, but that you need a lot more information to help with pricing.
• Be confident and ask questions, even if you think the answer is probably obvious. Showing engagement throughout the site visit will stand you in good stead if you end up making it through to a Presentation Stage.
• Look for visual clues. You will be able to tell a lot about the Buyer and their work culture, especially regarding everyday H&S matters. This information could help you write a tender that emphasises areas you realised are more important to the buyer than others.

In conclusion

If you are hoping to supply a service that is deployed on a buyer’s site, then site visits are an unmissable opportunity to gain detailed, relevant information that could give your tender the defining edge. Don’t see them as an exercise in futility, but an opportunity to gain the upper hand over your fellow tenderers. If you ask smart questions, pay attention to the environment and embed as much of the information gained into your submission as possible, you will find that the quality of your tender submissions can grow exponentially. Partaking in a site visit can help you write a winning bid when tendering for contracts .

For more information or help with tender writing , please contact our Bid Writers and bid management consultants.

To find tender opportunities in your industry see our sector-specific tendering portals HERE .

Are you looking to learn more about tendering and procurement? See Tender VLE for our free, online, masterclasses.

Find more helpful tips and advice in our blogs. We cover topics including:

• How to win a tender
• The tendering process
• Writing winning bids
• 7 tips for tendering for contracts
• Tips for bid management
• Bid writing services
• The types of tendering procedures
• Writing bids
• Bid writing consultants
• Submitting a tender response
• And many more .

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By: Tushar Dadarwala on August 31, 2022

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Your IT Provider Site Visit: What's The Purpose? How Can You Prepare?

Whether you are new to managed IT support or are switching from another provider, you are probably wondering what happens when the provider sends their engineer to conduct a site visit .

Why do they come to your site? What are they looking for?  What questions can you anticipate?  What will they need to access? Who will they want to talk to? How long will it take? 

I’m a technical alignment specialist at Kelser and I’ve performed many engineering site visits in my IT career. I hear this question a lot, so I’m writing this article to provide all of the information you’ll need to know about IT site visits . 

Kelser provides managed IT support for small to medium-sized businesses in a variety of industries. But, I’m not here to convince you to work with us. 

You see, at Kelser we do things differently. We know that managed IT isn’t the right solution for every business. So we focus on providing honest information that business leaders like you can use to decide which IT solution works best for you .

That’s why we publish articles like these that provide educational information about our industry. We know it can be stressful to work with an external IT support provider and by answering your questions upfront, we can help you have the confidence to make the decision that’s best for your organization. 

Our feeling is that it’s better to answer your questions upfront so that you are comfortable and know what to expect before an IT provider shows up at your site.

When you know what to expect, understand the purpose of the visit, and are prepared to provide access to certain things, the whole process will go more smoothly. 

At Kelser, we form relationships with our customers that are based on honest, clear communications . Articles like these are just one way we do that. 

What Is An Engineering Site Visit?

An engineering site visit is an informal walk-through of your site (s). This is an opportunity for an IT provider’s engineer to get a comprehensive, first-hand view of your entire IT footprint and infrastructure . 

From devices to servers, the engineer needs to understand your current state in order to make intelligent, proactive recommendations about the best path forward. 

What Is The Purpose Of An Engineering Site Visit?

The purpose of an engineering site visit is to gather detailed information about your current IT environment . This information typically forms the basis of the proposal document the provider will prepare for your organization.

When Does An Engineering Site Visit Happen?

The engineering site visit happens early in the process to ensure that the provider has the relevant information to include in the service agreement being prepared for you.  

Who Should Be Available During The Site Visit?  

You’ll likely want someone from your staff to escort the engineer . This person will show the engineer where things are located, so they should have a basic understanding of your access points , devices, servers, and other hardware .

Ideally, this person will have the best understanding of your current IT environment from a technical perspective. 

You might also want to have key stakeholders available to explain how they currently use technology. The engineer may want to talk with them about what works well and what they wish technology could help them do differently .

This information will help the engineer assess, understand and make best-in-class recommendations . 

What Happens During An Engineering Site Visit?

During the site visit, the engineer will want to get an inventory of the number and type of devices in use as well as the types and locations of access points . They’ll want to look at your servers and racks . And, as mentioned, they’ll also want to talk with your technology expert(s) and users. 

What Questions Should You Be Prepared To Answer? 

During the site visit, the engineer will usually ask some general questions like : 

How well does the current set-up work for your business? 

How do users interact with IT resources ?

What are your concerns/pain points ?

What would you like to be able to do with technology in a perfect world?

How is the compliance workload affecting your internal team (if you have one)?

Do you have regulatory considerations ? 

How are you feeling about cybersecurity overall? 

Then, the engineer will want to get specific about the IT equipment you have on-site as well as any remote technology resources. Some of the specific things they’ll be looking at include:  

• Data Closets/Server Rooms
• Servers/Racks
• Network and Wireless
• Phone System 
• Devices (laptops, desktops, tablets)
• Security 
• File Sharing

What Happens After The Site Visit?

This article has given you a comprehensive overview of what goes on during an engineering site visit. You know what the visit entails and why it’s a key part of the process. You know when it is likely to happen and who should be involved. You know what happens during the visit and some of the questions you should be prepared to answer . 

The site visit is an integral component of the IT support process. It helps the provider develop a proposal that takes your unique needs and requirements into account.  

No matter the current state of your infrastructure, it’s important for the provider to gain a full understanding of it so that there are no surprises down the road .

For most providers, the next step after the site visit is an internal meeting with sales and engineering. In this meeting, the team discusses the current state of your IT and recommendations for moving forward. Your proposal will be delivered soon after the site visit.  

If you have questions in the meantime, reach out to the provider . There’s a lot to think about and the provider is your resource for information. 

At Kelser, we know that managed IT support isn’t right for everyone. If you are wondering if it might be the right solution for you, read this article: Is Managed IT Support A Good Solution For Small & Medium Businesses?  

If you currently use traditional (or break/fix) IT support and are curious how it compares to managed IT support, we tell you everything you need to know in this article: Break/Fix vs. Managed IT: Cost, Reliability, Security, Productivity . 

Or, click the banner below and learn more and see if managed IT is right for you.

About Tushar Dadarwala

Tushar Dadarwala brings unending curiosity and customer-focus to his role as a technical alignment manager. He is constantly looking out for new ways to align technology to support the successful achievement of the short- and long-term strategic goals of customers.

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