We get it — meeting planners are busy people, always juggling deadlines, budgets, and logistics. So when a new tech tool like virtual reality (VR) promises to save time (and maybe even a few travel dollars), it’s natural to wonder: Can I ditch the traditional site inspection and just put on a headset instead?

Walk through any industry convention and you’ll likely see more than one convention and visitors bureau showcasing a flashy VR tour of their city, zooming over local attractions and swooping through the convention center. But while these tours might be fun eye-candy for trade shows, what about using VR for the more practical side of the business: site inspections?

As VR technology improves and more venues hop on board, it’s tempting to think that VR site inspections could replace the old-school, in-person walkthrough. But can VR really provide the same benefits as an IRL site inspection?

VR vs. Static Images: The Clear Winner

No one’s going to argue that VR isn’t an upgrade over flat photos or basic videos. After all, a fully rendered 360-degree virtual tour offers way more depth and detail than a few static images on a website. In fact, a recent Bizzabo survey found that 70% of venues are now offering VR tours, which suggests it’s becoming an industry trend worth paying attention to.

So, while you can’t physically walk through the halls with a VR headset, you do get a much more immersive experience than any flat photo ore video could provide. That’s a big plus for planners looking to explore options without hopping on a plane.

Saving Time (and Money) for Everyone

But what are the real wins? VR site inspections save everyone time and cash. Planners get to check out venues worldwide without leaving their office, which is a huge bonus when travel time is limited. Venues benefit too — no need to assign staff to lead in-person tours or spend the time and money hosting potential clients. Plus, VR tours help speed up the decision-making process, which means shorter sales cycles and less time wasted on logistical back-and-forth.

But Is It as Good as Being There?

However, as cool as VR is, it’s still not quite the same as physically stepping into a space. Sure, the headsets can offer a high-resolution, panoramic experience and the 3D sound systems can make you feel like you’re actually there, but they can’t replicate everything. The ambient buzz of an event in full swing, the smell of fresh coffee in the air, the feeling of plush carpet underfoot—all those little details are still lost in virtual translation.

And let’s not forget about the most important part of the site visit: interacting with the staff, the other guests and even other planners who may be in house at the time. VR tours can’t replace the spontaneous conversations you have while grabbing a cup of coffee in the lobby or asking the staff about the venue’s flexibility in real time.

So, Where Does VR Fit In?

VR is without a doubt a good way to narrow down your list of potential venues. It’s the perfect tool for sifting through options before committing to an in-person visit. But for those critical events where you need to get the nitty-gritty details just right — like checking the acoustics in the ballroom or the flow of the meeting space — you’ll still want to walk through the venue in person.

That said, VR isn’t going away, and as technology improves, it might come closer to offering a truly realistic experience. But for now, think of VR as a complementary tool—a fun and efficient way to preview, but not fully replace, the traditional site visit.

Image courtesy of Freepik