May 01, 1998
Meetings & Conventions: Planner's Portfolio May 1998 Current Issue
May 1998 ChecklistPLANNER'S PORTFOLIO:

Four Must-Have Checklists

How to Write a Hotel Request for Proposal | Hotel Security | Site Inspection for Accessibility | Site Selection


Site Selection

This checklist was compiled in part from The AMA Guide for Meeting and Event Planners by Catherine Price, AMACOM, a division of the American Management Association, ©1989


  • Room rates and room tax
  • Date room rate will be guaranteed
  • Type of rate offered (e.g., flat, sliding scale, off-season)
  • Condition of rooms
  • Dates block is available
  • Number of sleeping rooms in hotel
  • Number of stories
  • Percentage breakdown of room types (e.g., single, double, suite)
  • Number of sleeping rooms available in block
  • Number of suites available in block

  • Number of meeting rooms in hotel
  • Number of meeting rooms available
  • Condition of meeting rooms
  • Size and shape of meeting rooms
  • Meeting room obstructions
  • Daily meeting room charge
  • Daily setup charge
  • Storage area location
  • Kitchen location
  • Number of breakout rooms available/proximity to meeting rooms
  • Sound systems and soundproofing of each meeting room
  • Location of passenger/freight elevators in relation to meeting rooms
  • Number, if any, of overlapping meetings

  • Tax and gratuity on food and beverage
  • Average price of breakfast, lunch and dinner
  • Price of coffee per gallon
  • Number of public restaurants in hotel
  • Capacity of restaurants
  • Off-site dining options

  • Preferred reservations policy
  • Policy for late arrivals
  • Policy for late check-out
  • Complimentary room policy
  • Convention rate cutoff date policy (Is rate extended on space-available basis?)
  • Reservation cutoff date
  • Gratuities (percentage, mandatory vs. optional)
  • Credit card and check-cashing policies
  • Cancellation policy
  • Billing policy
  • Deposit for master bill and sleeping rooms
  • Unusual rules/policies

  • Complimentary services provided by hotel
  • Fee-based services provided by hotel
  • Number of hotel employees; ratio to rooms
  • Room service hours, if available
  • In-house audiovisual equipment
  • A/V repairperson on site
  • Outside telephone hook-ups
  • In-house or contracted services available (security guards, decorators, florists, destination management company, others)
  • Union contracts or restrictions
  • Date union contract expires

  • Distance/driving time from airport to hotel
  • Taxi fare from airport to hotel
  • Hotel/city shuttle bus frequency and fare
  • Hotel parking facilities and cost
  • Convenience of car rental and return

  • Length of time general manager has been at hotel
  • Percentage of other staff turnover
  • In-house convention service manager (does he or she possess the CMP designation?)
  • Compliance with Americans with Disabilities Act
  • Number of elevators in hotel
  • Names of three comparable groups that recently met at hotel
  • Hotel renovation plans/completion dates
  • Local activities in close proximity to hotel
  • Special events in city during meeting
  • Notes:

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