Site Inspection Checklist - Effie, Lorie, Becky.

Site Inspection Checklist -- Major College Board Conference


1. Are desired conference dates available? Are there any conferences occurring at the same time? Is the hotel aware of any other major conferences in the area? Is hotel clean, does staff appear to be friendly, helpful, and knowledgeable?

2. How many sleeping rooms are available for attendees? What is the condition of the rooms? Will there be a preferred group rate? What in-room services are available for attendees?

3. Can hotel/conference center provide a current meeting room specifications sheet including square footage, meeting set-up options, etc.

4. How many people can fit into a general session area? What is the maximum number of concurrent sessions that may be held? Can hotel provide a map/schematic of all room locations? Are rooms clearly named or numbered?

5. Is there an exhibition area? Does the area have a loading dock? Are there any unions involved?

6. Can the hotel provide audio-visual services in-house? Can hotel provide a rate sheet?

7. Can the hotel provide a list of preferred and experienced vendors including temporary employee agencies, contractors, and other business services such as a nearby copying service, post-office, or UPS/FedEx mail center?

8. What attractions are nearby – Restaurants, Theater, Shopping, Museums, etc.?

9. Can hotel provide a list of references?

10. Will there be any areas of the hotel that will be under construction? If yes, what is the time frame and how will this affect conference in general, meeting rooms, and sleeping rooms?

11. Is the hotel handicap accessible?

12. Does hotel have ample parking spaces? What will parking rate be for attendees?

13. Are catering menus acceptable? Can they accommodate special requests – Vegetarian, Kosher?

14. Is the local convention bureau helpful?

15. What sorts of services are on-site: health club, spa, dining, pool?

16. What is the weather condition during the time of year? Does hotel have unforeseen hotel evacuation or emergency plans? What are those plans?

17. Are there special suites, or prep rooms available for VIPs, key note speakers, etc.

18. Is there a major airport/train station nearby? Are taxi services available to hotel – What are estimated costs?

19. Will hotel arrange an all inclusive pre-conference meeting with College Board and hotel staff?

20. What contractual obligations are involved? What are penalties for meeting/sleeping room cancellations?