Site Inspection Checklist

Site Inspection Date_________________

Completed By_____________________

 

MEETING

Group_______________________________________________________________

Address______________________________________________________________

City _________________ State____________________ Zip_____________________

Meeting Name_________________________________________________________

Type of Meeting? __Convention__ Conference/Seminar__ Professional/Business__ Consumer

__Committee/Board __Incentive __City-Wide __Trade Show __Special Event

__Other_______________________________________________________________

 

Meeting Date(s) including Day(s)__________________________________________

Date(s) Flexible? __Yes __No If yes, alternative date(s)___________________________

Day Pattern Flexible? __Yes __No If yes, alternative pattern________________________

Meeting Planner________________________________________________________

Planner's Company (if different than group's)_________________________________

Planner's Address (if different than group's)__________________________________

City _________________ State____________________ Zip_____________________

Planner's Phone (             )__________________ Planner's Fax (             )___________

Planner's E-mail________________________________________________________

PROPERTY

Property Name_________________________________________________________

Property Address_______________________________________________________

City_________________ State____________________ Zip_____________________

Phone (              )_________________________ Fax (              )__________________

Sales Contact Name/Title_________________________________________________

Contact's Direct Phone (             )____________ Fax (              )__________________

Property Website Address________________________________________________

AAA Rating_________________ Diamonds     Mobile Rating________________ Stars

Airport(s) & Distance from Hotel__________________________________________

Complimentary Transportation? __Yes __No       Approximate Taxi Fare $____________

Type of Property? _Hotel _Resort _Downtown _Airport _Suburban _Conference Center
_Convention Center _Restaurant/Banquet Facility _Other

Number of Hotel Sleeping Rooms - Total_______________ Plus Suites____________

Rooms with King Beds________ 2 Double Beds_________ Twin Beds____________

% Non-Smoking Rooms_______

Number of Restaurants_________________ Number of Lounges_________________

Construction Planned _Yes _No If yes, what and when?_________________________

ADA Compliant _Yes _No If no, why not?___________________________________

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

Lobby Decor
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Lobby Seating/Location 
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Lobby Condition/Cleanliness     
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Restaurant(s) Condition/Cleanliness 
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Restaurant(s) Decor 
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Restaurant(s) Menu Selection/Pricing
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Restaurant(s) Food Quality
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Public Restrooms Condition/Cleanliness
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Public Restrooms Proximity
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Lobby Decor
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Lobby Seating/Location 
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Adequate Security
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Adequate Fire Safety
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Overall Rating 
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SLEEPING ROOMS

Rack Rate                Single $__________ Double $___________ Suite $___________

Group Rate             Single $__________ Double $___________ Suite $___________

Complimentary Rooms           _________ per____________ _Per Night ___ Cumulative

Plus Over and Above____________________________________________________

Room Tax______________ % plus additional per night, if applicable $_____________

Room Blocked by Day:

                 Day_________________________ Number of Rooms________________

                 Day_________________________ Number of Rooms________________

                 Day_________________________ Number of Rooms________________

                 Day_________________________ Number of Rooms________________

                 Day_________________________ Number of Rooms________________

                 Day_________________________ Number of Rooms________________

                 Day_________________________ Number of Rooms________________

                 Day_________________________ Number of Rooms________________

Cut-Off 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
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Decor
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Condition/Cleanliness
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 Square Footage of Room  
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General Amenities
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Bathroom Condition/Cleanliness
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Bathroom Amenities 
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Overall Rating
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MEETING ROOMS

Space Available on requested dates _Yes _No   Attach meeting schedule and space held.

Room Rental Charge $__________________________________________________

Set-Up Charges $______________________________________________________

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

Proximity to Sleeping Rooms 
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Condition/Cleanliness     
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 Soundproofing   
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Decor
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Ceiling Height
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Lighting
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Heating/Ventilation
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Sound System 
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Equipment (e.g. tables, chairs) 
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Public Telephones number/proximity
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Restroom cleanliness 
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Overall Rating 
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FOOD & BEVERAGE

Approximate Cost for               Continental Breakfast $_______________ /person

                                                  Full Breakfast $____________________ /person

                                                  Lunch $___________________________ /person

                                                  Dinner $__________________________ /person

                                                  Coffee $__________________________ /gallon

Service Charge___________________ %         Tax__________________ %

Guarantees needed by______________ days    Overset guarantee by_____________ %

Any special packages____________________________________________________

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

Presentation   
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Menu Selections 
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  Menu Prices 
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Creativity
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Willing to Divert from Menu
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Overall Rating
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AUDIO/VISUAL

In-house audio/visual company__________________________ Exclusive _Yes _No

Slide projector $_____________________ Overhead projector $_________________

Data projector $_____________________ Screen $___________________________

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

 Equipment availability   
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Equipment condition   
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Equipment price 
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Overall Rating
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SERVICE & AMENITIES

Business Center _Yes _No             Hours____________________________________

Parking _Yes _No                           Cost per Day $_____________________________

Fitness Center _Yes _No       Complimentary for quests _Yes _No If no, cost $______

_Other_______________________________________________________________

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

Overall Rating
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FACILITY POLICIES

Cancellation Penalty by date______________________ $______________________

Attrition Penalty by date__________________________ and___________________ %

Deposit by date________________________________ $______________________

ESTIMATED EXPENSES OF MEETING FOR THIS SITE

                        Sleeping Room Expenses                  $__________________________

                        Meeting Room Expenses                   $__________________________

                        Food & Beverages Expenses             $__________________________

                        A/V & Other Equipment Expenses    $__________________________

                        Travel Expenses                                 $__________________________

                        Other Meeting Expenses                    $__________________________

TOTAL ESTIMATED EXPENSES                          $__________________________

NOTES

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