Hotel Site Inspection Checklist

• Site Inspection Date

  Date

• Completed by

MEETING

• Group:

• Address:
  Address

• Meeting Name:

• Type of Meeting:

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

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

Meeting Date(s)

• From:

  Date

• To:

  Date

• Number of Days:

• Date(s) Flexible?

  Yes

  No

• Alternative Dates:

• Day Pattern Flexible?

  Yes

  No

• Alternative Pattern:

• Meeting Planner:

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

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

• Planner’s Phone:

• Planner’s FAX:

• Planner’s E-mail

PROPERTY

• Property Name:

• Property Address:
  Address

• Phone:

• FAX:

• Property Website Address:

• AAA Rating (Diamonds):

• Mobil Rating (Stars):

• Add airports.

Airport

• Airport Name:

• Distance from Hotel:

• Complimentary Transportation?

  Yes

  No

• Approximate Taxi Fare:

• Type of Property?

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

  • 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?

  Yes

  No

• What?

• When?

  Date

• ADA Compliant?

  Yes

  No

• Why not?

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:

  Date

• Number of Rooms:

• Cut-Off Date:

  Date

• Days Out:

• Rates available after cut-off date:

  Yes

  No

• Work Space/Desk:

  Yes

  No

• Dataport:

  Yes

  No

• Sitting Area:

  Yes

  No

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?

  Yes

  No

• 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?

  Yes

  No

• Slide projector ($)

• Overhead projector ($)

• Screen ($)

• Labor rates ($)

• Data projector ($)

• Union Rules?

  Yes

  No

• What are the requirements?

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

• Equipment availability:

• Equipment price :

• Equipment condition :

• Overall Rating:

SERVICE & AMENITIES

• Business Center?

  Yes

  No

• Hours:

• Parking?

  Yes

  No

• Cost per day ($)

• Fitness Center?

  Yes

  No

• Complimentary for guests?

  Yes

  No

• Cost per day ($)

• Golf on Premises?

  Yes

  No

• Pool?

  Yes

  No

• Type?

  Indoor

  Outdoor

  Other

• Tennis on Premises?

  Yes

  No

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

• Overall Rating:

FACILITY POLICIES

• Cancellation Penalty by:

  Date

• Charge ($)

• Attrition Penalty by:

  Date

• Percent (%)

• Deposit by:

  Date

• 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: