Meeting Management

Tuesday, March 14, 2006

Site Inspection Checklist for a Major Conference- Trish /Robin

The College Board Site Inspection Checklist for a Major Conference

Below are some key factors to consider when inspecting a site for a major conference. On the next page you will find a checklist to utilize during your site visit.

v For a major conference, start looking for properties to visit as far out as three years.
v Things to review as you’re visiting the property:
o Accessibility to airports – is a shuttle available from facility
o Is the location within walking distances to restaurants
o Is the facility large enough to accommodate meeting rooms and sleeping rooms needs
o Are the meeting dates available
o Are the negotiated hotel rates within company budget
o Inquire about other meetings going on at the same time that you’re booking
o Is the hotel under construction and if so, what is completion date
o Ask for references
o Is there a business center on the property or are last minute requests sent out for processing
o Is the facility equipped with up-to-date audiovisual equipment
o Are they willing to accommodate for special meals for those with dietary concerns
o Review cancellation policy, as well as “natural disaster” cancellation
o Are restrooms located near meeting room
o Is there a meeting room fee
o Insist the conference manager or sales manager do the walk-thru with you
o Have a planning meeting at the facility that you think you might select. You will gain a tremendous amount of information that way.












COLLEGE BOARD
SITE INSPECTION CHECKLIST


Inspection Date___________

Hotel/Resort_________________________________________________________
Address ___________________________________________________________
City _________________________________ State________ Zip_____________
Telephone (_____)__________________ Fax (______)_____________________


GENERAL INFORMATION

Location: Downtown ______________________ Suburban ___________________
Airport(s) ___________________________________________________________
Conference Center Yes _______ No_______
Director of Marketing ______________________ Phone _________________________
Director of Sales___________________________ Phone _________________________
Catering Manager__________________________ Phone _________________________
Conference Srvc Mgr _______________________ Phone _________________________
Other Names and Titles ______________________________________________________________________

Property was built in _____________________________________________________
Last Renovation for:
Sleeping Rooms _________________________ Year __________________
Suites _________________________ Year __________________
Meeting Rooms _________________________ Year __________________
Restaurants _________________________ Year __________________
Lobby Area _________________________ Year __________________
Other _________________________ Year __________________

Overall appearance of property: Excellent _____ Good _____Fair _____ Poor _____
Comments _______________________________________________________________________


ACCOMMODATIONS

Total number of rooms in hotel/resort ________
Number of rooms on property:
Doubles ________ Queens _______ Kings ________
One bedroom Suites ________ Two _______ Other _______

Rooms for the physically impaired: Kings ________ Doubles _______
Queens ________ Suites _______

Non-smoking Rooms: ________
Concierge/VIP Club Level Yes ________ No _______
Hall lighting adequate? Yes ________ No _______
Exits clearly marked? Yes ________ No _______
Walls soundproof? Yes ________ No _______
Guest phone charge policy/cost ________ Long Distance _______

PUBLIC AND MEETING SPACE

Meeting room square footage ________________________________________________________________________________________________________________________________________________
How is the temperature controlled in the meeting room? __________________________________________________________________
Individual meeting space temperature controls? Yes _______ No ________
Light adequate? ____________________________________________________
Tracks for spot lighting? ____________________________________________________
House sound system ____________________________________________________
Can we connect into house sound? (costs?) ______________________________________________________________________
Walls soundproof? Yes _______ No _______
Obstruction(s) ______________________________________________________________________
Computer hookups in meeting rooms? Yes _____ No ______ costs?_______________
High-speed Internet Access (cost?) ____________________________________________________
Wireless Access ____________________________________________________
Access for the physically impaired ____________________________________________________
Stage/Size_________/__________ Sound/Projection booth ________________________
Staging area _____________ Dance floor: Perm./Temp. ___________ Size __________


MEETING/BANQUET SPACE FOR OUR MEETING

Meeting Date Options Availability Sgl./Dbl. Group Rates
__________________ _______________ __________________
__________________ _______________ __________________
__________________ _______________ __________________

Other groups meeting over our specific dates:
Group # of People # of Rooms Meeting space & function
_________________ __________ __________ ______________________
_________________ __________ __________ ______________________
_________________ __________ __________ ______________________
_________________ __________ __________ ______________________




Comments:
________________________________________________________________________ ________________________________________________________________________________________________________________________________________________________________________________________________________________________


TRANSPORTATION & PARKING

Hotel & Condominium Shuttle Availability __________________ Rates_____________________
Schedule ______________________________________________________________
Bus Fares to Hotel _________________ Approx. Taxi Fare to Hotel_____________
Travel Time to Hotel ______________________________________________________________
On Site: Complimentary? Yes __________ No __________ Fee ___________
Off Site: Complimentary? Yes __________ No __________ Fee ___________
Valet Parking: Complimentary? Yes __________ No __________ Fee ___________
Contract with outside shuttle service Yes ________ No_________

SPORTS AND RECREATIONAL FACILITIES ON PROPERTY

Golf ________ Cost___________ Reservation contact _____________________
Cart Rental? _________________________________ Cost ______________________
Tennis: Number of Courts _________ Surface(s) ________________ Racket Rental_________ Cost(s) __________Lighted__________
Health Club__________________________ Cost ________________________
Pools Indoor ________ Outdoor________ Jacuzzi _____________
Spa Facilities/Services____________________________________________
How far in advance to I need to book treatments? _________________________________________
Costs___________________________________________________________
Other___________________________________________________________

SERVICES

Emergency phone number in hotel (______) __________________________________
Nearest hospital or emergency clinic (_______)________________________________ CPR - trained personnel?__________________________________________________
Hotel security staff & procedure____________________________________________

Check cashing limit? ___________________ I.D. required? _____________________
Credit cards accepted __________________________________________________
Business Center? _________ Hours _____________Costs ______________________ Business Services?________________________________ Cost_____________________________
Valet? _________________
Laundry________________ Schedule___________________________
Room Service/hours ________________________________________________________________
Other amenities__________________________________________________________
________________________________________________________________________________________________________________________________________________



FOOD AND BEVERAGE OUTLETS

#1
Name and Type_________________________________________________________________
Type of food served ______________________________________
Price Range ________________________________
Seating capacity____________________________ Decor_________________ Hours_____________
Entertainment/type __________________________________________________________________
Dance floor/Size____________________________________________________________
Special event capability_______________________________________________________________
Comments on general conditions______________________________________________________________

#2
Name and Type_________________________________________________________________
Type of food served ______________________________________
Price Range ________________________________
Seating capacity____________________________ Decor_________________ Hours_____________
Entertainment/type __________________________________________________________________
Dance floor/Size____________________________________________________________
Special event capability_______________________________________________________________
Comments on general conditions______________________________________________________________
______________________________________________________________________


#3
Name and Type_________________________________________________________________
Type of food served ______________________________________
Price Range ________________________________
Seating capacity____________________________ Decor_________________ Hours_____________
Entertainment/type __________________________________________________________________
Dance floor/Size____________________________________________________________
Special event capability_______________________________________________________________
Comments on general conditions______________________________________________________________
______________________________________________________________________


Name and Type

FACILIITES NEAR PROPERTY

Restaurants Distance Price Range
_____________________ ______________________ ____________________
_____________________ ______________________ ____________________
_____________________ ______________________ ____________________

Shopping Distance
________________________________ ________________________ ________________________________ ________________________
________________________________ ________________________ ________________________________ ________________________

Entertainment Distance
________________________________ _________________________ ________________________________ _________________________
________________________________ _________________________







Attractions Distance
________________________________ _____________________ ________________________________ _____________________
________________________________ _____________________

Churches/Synagogues Distance
________________________________ _____________________
________________________________ _____________________
________________________________ _____________________

Nearby locations for special events Distance
________________________________ ______________________
________________________________ ______________________
________________________________ ______________________

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