Checklist: Conducting a Hotel Site Inspection

• 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?