January 01, 2000
Meetings & Conventions: Planner's Portfolio January 2000 Current Issue
January 2000 ChecklistPLANNER'S PORTFOLIO:




The following checklist was compiled with the help of Jennifer W. Brown, CMP, partner and strategic site specialist, Meeting Sites Resource, 1300 Quail St., Suite 200, Newport Beach, Calif. 92660


  • What are the names and direct phone numbers of the sales manager, general manager, director of catering, director of convention services, convention services manager and general manger?
  • When was the property built?
  • When was the most recent renovation completed, and what did it entail?
  • Are future renovations planned? If so, when?

  • How many sleeping rooms does the property have? How many are smoking rooms? Nonsmoking?
  • What is the sleeping configuration for each room category?
  • What is the number and configuration of rooms that meet the requirements of the Americans With Disabilities Act?
  • What is the number and configuration of rooms on the concierge/club level?
  • What is the policy on complimentary rooms?
  • Are there sprinklers, smoke alarms and emergency speakers?
  • Are exits clearly marked?
  • Are hallways adequately lighted?
  • Are walls soundproof?
  • What are the in-room amenities?
  • How many telephones are in each room?
  • How are phone calls billed? Are there surcharges or fees?
  • Do guest rooms have data ports?
  • Are there desks with lighting?
  • What are the hours of room service?

  • What is the name and square footage of each meeting room?
  • Can floor plans be provided, detailing dimensions, ceiling height, seating capacities and breakout configurations?
  • Does each room have temperature controls?
  • Is lighting adequate? Are there tracks for spot lighting?
  • How many computer hookups are in each room?
  • Does each room meet the Americans With Disabilities Act’s accessibility standards?
  • Is there access to a banquet kitchen for meal functions?
  • How many air walls (single and double) does each room have, and do they adequately block out sound?
  • Is there a stage? What size is it?
  • Is there a sound/projection booth?
  • Is there on-site audiovisual support? Can a list of equipment and pricing be provided?
  • Will the property provide security for meeting rooms?
  • What is the drayage policy?
  • How many rest rooms are near meeting rooms?
  • Where are the elevator banks? What is the freight capacity?

  • Are any groups scheduled during your group’s dates?
  • What are the names of the on-site restaurants? What types of food do they serve? What are their seating capacities and hours of operation?
  • What is the distance to the airport, the convention center and the nearest hospital?
  • What types of theme parties are offered?
  • Are outdoor or other areas available for special events?
  • Is there a business center? What services are offered, and what are its hours of operation?
  • Is child care provided? What are the hours and fees?
  • Is on-site parking available? How many spaces are there? What are the parking rates?
  • Is there valet parking? What is the rate?
  • What sports and recreational facilities are available?

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