Checklist: What To Ask During a Site Inspection
The following checklist was compiled with the help of Jennifer
W. Brown, CMP, partner, Meeting Sites Resource, 1300 Quail St.,
suite 200, Newport Beach, Calif. 92660; www.msrsitesearch.com,
and was adapted for IABC by staff.
GENERAL INFORMATION
q What are the
names and direct phone numbers of the sales manager, general manager,
director of catering, director of convention services, convention
services manager, director of security and general manager?
q When was the
property built?
q When was the
most recent renovation completed, and what did it entail?
q Are future
renovations planned? If so, when? What affect would this have on
your meeting?
ACCOMODATIONS
q How many sleeping
rooms does the property have? How many are smoking rooms? Nonsmoking?
q What is the
sleeping configuration for each room category?
q What is the
number and configuration of rooms on the concierge/club level?
q What are the
policies on complimentary rooms and suite upgrades?
q Are there
sprinklers, smoke alarms and emergency speakers?
q Are exits
clearly marked?
q Are hallways
adequately lighted?
q Are walls
soundproof?
q What are the
in-room amenities?
q How many telephones
are in each room?
q How are phone
calls billed? What surcharges or fees apply?
q Do guest rooms
have data ports?
q Are there
desks with lighting?
q What are the
hours of room service?
q Are all rooms
equipped with mini-bars?
MEETING AND BANQUET SPACE
q Can floor
plans be provided with details on dimensions, square footage, names
of meeting rooms, ceiling height, seating capacities and breakout
configurations?
q Does each
room have temperature controls? Is there an in-house temperature?
q Is lighting
adequate? Are there tracks mounted for spot lighting?
q How many computer
hookups are in each room?
q Does each
room meet the ADA's accessibility standards?
q Is there access
to a banquet kitchen for meal functions?
q How many air
walls (single and double) does each room have, and do they adequately
block out sound?
q Is there a
stage? What size is it?
q Is there a
sound projection booth?
q Are there
hang points in the ceiling?
q Is there on-site
audiovisual support? Can a list of equipment and pricing be provided?
q Will the property
provide security for meeting rooms?
q What is the
shipping and receiving policy?
q How many restrooms
are there?
q How many telephones
are there?
q Where are
the elevator banks? What is the freight capacity?
OTHER INFORMATION
q Are other
groups booked for the same dates as the meeting?
q What types
of food do the on-site restaurants serve? What are their seating
capacities and hours of operation?
q What is the
distance to the airport, the convention center, and the nearest
hospital?
q What is the
approximate cost of a taxi from the property to the airport?
q What types
of theme parties are offered?
q Are outdoor
spaces or other areas available for special events?
q Is there a
business center? What services are offered, and what are its hours
of operation? Is it open on the weekends?
q Is on-site
parking available? How many spaces are there? What are the parking
rates?
q Is valet parking
offered? What is the rate?
q What sports
and recreational facilities are on-site or nearby? Is there and
extra fee for hotel guests?
Notes:
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