Hotel Site Inspection Checklist

Audit

MEETING

Group:

Address:

Meeting Name:

Type of Meeting:

Convention
Conference/Seminar
Professional/Business
Consumer
Committee/Board
Incentive
City-wide
Trade Show
Special Event
Other

Meeting Date(s)

From:

To:

Number of Days:

Date(s) Flexible?

Day Pattern Flexible?

Meeting Planner:

Planner’s Company (if different than group’s):

Planner’s Address (if different than group’s):

Planner’s Phone:

Planner’s FAX:

Planner’s E-mail

PROPERTY

Property Name:

Property Address:

Phone:

FAX:

Property Website Address:

AAA Rating (Diamonds):

Mobil Rating (Stars):

Add airports.

Airport

Airport Name:

Distance from Hotel:

Complimentary Transportation?

Approximate Taxi Fare:

Type of Property?

Hotel
Resort
Downtown
Airport
Suburban
Conference Center
Convention Center
Restaurant/Banquet Facility
Other

Number of Hotel Sleeping Rooms:

Rooms with Double Beds:

Rooms with King Beds:

Rooms with Twin Beds:

Non-Smoking Rooms:

Number of Restaurants :

Number of Lounges:

Construction Planned?

ADA Compliant?

Rate the following: (1 poor – 5 average – 10 superior)

Lobby Decor:

Lobby Condition/Cleanliness:

Restaurant(s) Condition/Cleanliness:

Lobby Seating/Location:

Restaurant(s) Menu Selection/Pricing:

Restaurant(s) Food Quality:

Public Restrooms Condition/Cleanliness:

Public Restrooms Proximity:

Lobby Decor:

Lobby Seating/Location:

Adequate Security:

Restaurant(s) Décor:

Overall Rating:

Adequate Fire Safety:

SLEEPING ROOMS

Group Rate ($)

Single:

Double:

Suite:

Rack Rate ($)

Single:

Double:

Suite:

Complimentary Rooms ($)

Per night

Cumulative

Plus Over and Above:

Room Tax (%) plus additional per night, if applicable:

Room Tax ($)

Room Block by Day:

Enter day.

Day

Date:

Number of Rooms:

Cut-Off Date:

Days Out:

Rates available after cut-off date:

Work Space/Desk:

Dataport:

Sitting Area:

Rate the following: (1 poor – 5 average – 10 superior)

Proximity to Meeting Space:

Condition/Cleanliness:

Decor:

General Amenities:

Bathroom Condition/Cleanliness:

Square Footage of Room:

Overall Rating

Bathroom Amenities:

MEETING ROOMS

Space Available on requested dates?

Set-Up Charges ($)

Room Rental Charge ($)

Rate the following: (1 poor – 5 average – 10 superior)

Proximity to Sleeping Rooms:

Soundproofing:

Condition/Cleanliness:

Ceiling Height:

Lighting:

Décor:

Sound System:

Equipment (e.g. tables, chairs):

Elevators number/proximity:

Heating/Ventilation:

Public Telephones number/proximity:

Restroom cleanliness:

Overall Rating :

Restroom proximity:

FOOD & BEVERAGE

Approximate Cost for:

Full Breakfast $/person

Continental Breakfast $/person

Dinner $/person

Lunch $/person

Coffee $/person

Tax (%)

Service Charge (%)

Guarantees needed by (days)

Overset guarantee by (%)

Rate the following: (1 poor – 5 average – 10 superior)

Presentation:

Menu Prices:

Menu Selections :

Willing to Divert from Menu:

Overall Rating:

Creativity:

AUDIO/VISUAL

In-house audio/visual company:

Exclusive?

Slide projector ($)

Overhead projector ($)

Screen ($)

Labor rates ($)

Data projector ($)

Union Rules?

Rate the following: (1 poor – 5 average – 10 superior)

Equipment availability:

Equipment price :

Equipment condition :

Overall Rating:

SERVICE & AMENITIES

Business Center?

Parking?

Fitness Center?

Golf on Premises?

Pool?

Tennis on Premises?

Rate the following: (1 poor – 5 average – 10 superior)

Overall Rating:

FACILITY POLICIES

Cancellation Penalty by:

Charge ($)

Attrition Penalty by:

Percent (%)

Deposit by:

Required amount ($)

ESTIMATED EXPENSES OF MEETING FOR THIS SITE

Sleeping Room Expenses ($)

Food & Beverage Expenses ($)

A/V & Other Equipment Expenses ($)

Travel Expenses ($)

Meeting Room Expenses ($)

Other Meeting Expenses ($)

TOTAL ESTIMATED EXPENSES ($)

NOTES:

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