Information
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Site Inspection Date
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Completed by
MEETING
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Group:
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Address:
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Meeting Name:
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Type of Meeting:
- Convention
- Conference/Seminar
- Professional/Business
- Consumer
- Committee/Board
- Incentive
- City-wide
- Trade Show
- Special Event
- Other
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Meeting Date(s)
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From:
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To:
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Number of Days:
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Date(s) Flexible?
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Alternative Dates:
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Day Pattern Flexible?
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Alternative Pattern:
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Meeting Planner:
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Planner’s Company (if different than group’s):
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Planner’s Address (if different than group’s):
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Planner’s Phone:
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Planner’s FAX:
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Planner’s E-mail
PROPERTY
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Property Name:
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Property Address:
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Phone:
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FAX:
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Property Website Address:
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AAA Rating (Diamonds):
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Mobil Rating (Stars):
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Add airports.
Airport
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Airport Name:
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Distance from Hotel:
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Complimentary Transportation?
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Approximate Taxi Fare:
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Type of Property?
- Hotel
- Resort
- Downtown
- Airport
- Suburban
- Conference Center
- Convention Center
- Restaurant/Banquet Facility
- Other
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Number of Hotel Sleeping Rooms:
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Rooms with Double Beds:
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Rooms with King Beds:
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Rooms with Twin Beds:
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Non-Smoking Rooms:
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Number of Restaurants :
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Number of Lounges:
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Construction Planned?
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ADA Compliant?
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Why not?
Rate the following: (1 poor – 5 average – 10 superior)
SLEEPING ROOMS
Group Rate ($)
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Single:
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Double:
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Suite:
Rack Rate ($)
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Single:
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Double:
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Suite:
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Complimentary Rooms ($)
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Per night
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Cumulative
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Plus Over and Above:
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Room Tax (%) plus additional per night, if applicable:
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Room Tax ($)
Room Block by Day:
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Enter day.
Day
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Date:
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Number of Rooms:
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Cut-Off Date:
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Days Out:
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Rates available after cut-off date:
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Work Space/Desk:
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Dataport:
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Sitting Area:
Rate the following: (1 poor – 5 average – 10 superior)
MEETING ROOMS
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Space Available on requested dates?
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Set-Up Charges ($)
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Room Rental Charge ($)
Rate the following: (1 poor – 5 average – 10 superior)
FOOD & BEVERAGE
Approximate Cost for:
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Full Breakfast $/person
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Continental Breakfast $/person
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Dinner $/person
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Lunch $/person
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Coffee $/person
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Tax (%)
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Service Charge (%)
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Guarantees needed by (days)
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Overset guarantee by (%)
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Rate the following: (1 poor – 5 average – 10 superior)
AUDIO/VISUAL
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In-house audio/visual company:
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Exclusive?
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Slide projector ($)
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Overhead projector ($)
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Screen ($)
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Labor rates ($)
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Data projector ($)
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Union Rules?
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What are the requirements?
Rate the following: (1 poor – 5 average – 10 superior)
SERVICE & AMENITIES
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Business Center?
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Hours:
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Parking?
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Cost per day ($)
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Fitness Center?
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Complimentary for guests?
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Cost per day ($)
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Golf on Premises?
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Pool?
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Type?
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Tennis on Premises?
Rate the following: (1 poor – 5 average – 10 superior)
FACILITY POLICIES
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Cancellation Penalty by:
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Charge ($)
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Attrition Penalty by:
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Percent (%)
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Deposit by:
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Required amount ($)
ESTIMATED EXPENSES OF MEETING FOR THIS SITE
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Sleeping Room Expenses ($)
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Food & Beverage Expenses ($)
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A/V & Other Equipment Expenses ($)
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Travel Expenses ($)
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Meeting Room Expenses ($)
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Other Meeting Expenses ($)
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TOTAL ESTIMATED EXPENSES ($)
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NOTES: