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

Checklist

BY CHERYL-ANNE STURKEN

WHAT TO ASK DURING A SITE INSPECTION

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

GENERAL INFORMATION

  • 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?
  • ACCOMMODATIONS

  • 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?
  • MEETING AND BANQUET SPACE

  • 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?
  • OTHER INFORMATION

  • 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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