publication date: Mar 29, 2023
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author/source: Michael J. Shapiro
Checklist
Conducting a Hotel Site Inspection
What to look for and smart questions to ask
by Michael J. Shapiro
Takeaways
• Consider all transportation conveniences and potential pitfalls based on the hotel's location.
• Determine the hotel amenities and services your attendees are most likely to require.
• If amenities such as fitness-center use and Wi-Fi carry a fee, determine whether they can be negotiated into the deal.
• Ensure meeting rooms do not have unique designs or obstructions that would affect your intended setup.
• Double-check all catering costs to see whether tax and gratuity are included.
This checklist was adapted from a form provided by Le Méridien Hotels & Resorts.
Location• How close to the airport is the property?
• Is the hotel near a major subway or bus line?
• Does the property offer shuttle service? What is the cost and service schedule?
• What type of shopping, recreational facilities and restaurants are on-site or nearby?
The Facility • Are the front-of-house staff (doormen, reception, etc.) efficient and friendly?
• Is the lobby attractive and clean?
• Is the registration desk easy to find? Is there sufficient staff to handle busy check-in/checkout times for major groups? Is there a separate group check-in area?
• What is the availability of services such as an ATM, a gift shop, concierge, etc.?
• Are guest rooms comfortable and clean? Is the furniture in good condition? Are the bathroom fixtures modern? Do rooms offer adequate lighting, closet space and hangers?
• Do guest rooms have wired and/or wireless Internet access? What are the fees, if any?
• Are there smoke detectors in the rooms, and is fire-exit information posted? Are emergency exits clearly marked?
• What is the size of a standard room vs. a deluxe room?
• Do all rooms meet the current requirements of the Americans with Disabilities Act?
• What are the room categories (nonsmoking, ocean view, etc.), and how many are available in each category?
• Will rooms be available to accommodate early arrivals and late departures?
• What are the check-in and checkout times?
• What are the guarantee and deposit rules?
• What is the cutoff date for a room block?
• What is the refund policy for cancellations/attrition?
• Are any renovations planned? Will the work interfere with your event?
• Does the property have a fitness club and/or a spa? What are its hours? Is there a fee for access? Are group rates available?
• What are the telephone charges?
Meeting Space • Which meeting rooms can be reserved for your group?
• Do the rooms have Wi-Fi or are they hard-wired for Internet access?
• Can rooms be arranged in the setups needed?
• Are rooms adequately soundproofed?
• Do meeting rooms have high ceilings? Are columns or obstructions a concern?
• Is space available in or near the meeting rooms for breaks?
• Does the hotel have in-house or preferred suppliers for A/V services?
Food and Beverage• What are the standard group offerings for meals and breaks?
• Are taxes and gratuities included in food and beverage costs? Are extra charges applied for events that run over schedule?
• What are the local liquor laws?
• Are special services such as tailored menus, theme parties, decorations, etc., available?
• Are room-service offerings sufficient?
• How is the food?