Meetings & Conventions: Planner's Portfolio February 2002 Current Issue
February 2002 ChecklistPLANNER'S PORTFOLIO:




The following checklist was compiled in part with the help of Jennifer W. Brown, CMP, strategic site specialist, Meeting Sites Resource, 1300 Quail St., Suite 200, Newport Beach, Calif. 92260


  • What type of property best serves the meeting’s objective (city hotel, resort, conference center)?
  • From where will most attendees be traveling?
  • Will pre- and post-convention trips be planned?
  • What are the group’s primary service needs?

  • What are the room rates, including sales tax, bed tax and any ancillary fees?
  • How are room rates determined (rack, sliding scale, government per diem)?
  • What is the breakdown of sleeping rooms, smoking and nonsmoking, by sleeping configuration (singles, doubles, one- and two-bedroom suites)?
  • How many rooms comply with the Americans With Disabilities Act? In what sleeping configurations?
  • On what date will the room rate be guaranteed?
  • Is there a policy regarding complimentary rooms?
  • What is the policy on late arrival and late checkout?
  • How is overflow handled?
  • What are the in-room telephone charges?
  • What are the policies on cancellation and attrition? Are these negotiable?

  • How many meeting rooms will be available to the group?
  • Do any meeting rooms have visual obstructions? Are they soundproof?
  • Does each meeting room have its own sound system, data ports, and light and temperature controls?
  • Is there a storage area near the meeting space?
  • Do ballrooms have access to the banquet kitchen?
  • What is the capacity and location of the freight elevator? food and beverage
  • What are the tax and gratuity percentages on group functions?
  • What is the number, type and seating capacity of on-site restaurants? Are they available for group use?
  • Is outdoor dining an option?
  • What is the average price of breakfast, lunch and dinner?
  • Will the hotel contact provide specific food and beverage quotes for one function?
  • Are complimentary coffee breaks offered?

  • What type of security is provided?
  • Are any groups scheduled to be on-site during the dates your group will meet? If yes, what types of groups?
  • Are any citywide special events scheduled to take place?
  • How many parking spaces are there? What are parking rates? Is valet parking available?
  • How far away are the convention center, downtown, hospital and airport?
  • Is airport shuttle service offered?
  • What type of local transportation is available?
  • What is the average taxi fare from airport to property?
  • What are the local union requirements? Are there any restrictions? When do union contracts expire?
  • When was the last renovation?
  • Are any renovations planned? What are the scheduled dates?
  • What are the concierge hours? Can they be extended?
  • Are sports, entertainment and child-care facilities on-site or nearby?
  • What is the average length of service per employee?
  • How long has the general manager been at the property?
  • Does the property offer any promotional assistance?
  • Ask for references of three comparable groups that recently met at the property.

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