Site Inspection Checklist

January 18, 2010

When it comes time to conduct a site inspection, it’s crucial for meeting planners to ask the right questions, to make sure the property meets all their needs.

Below is a comprehensive site-inspection checklist, written by David Chilton and Jennifer Wood, of FAMTripTV.com. Make notes, ask plenty of follow-up questions and photograph noteworthy features, for your records.

FACILITY

• age of the facility

• renovation history and plans

• star rating

• key selling feature

• time and distance from airport or hub

• proximity to shopping, entertainment and cultural venues

• language of service personnel

• dress code

• overall cleanliness, maintenance and quality of finish

• onsite activities:

o pool

o spa

o fitness centre

o other:

• parking and arrival procedures for groups

• safety on/off property: security, risk mitigation plan, nearest medical facility

DINING

• food sampling: taste, presentation, portion size, price

• flexibility of group menu design

• site of kitchen/back of house

• in-room dining hours

GUESTROOM SERVICES

• # of guest rooms

• room types, sizes, distinguishing features

• capacity per room: adjoining spaces

• run of house or as specified

• wireless or high-speed Internet connections: included, negotiable, price

• security: doors, windows, in-room safe

• overall cleanliness and maintenance

• quality of amenities

• linens and décor

• flexibility of room

• VIP options

MEETING/EVENT SPACES

• square footage

• capacity

• ceiling height

• obstructions

• configuration flexibility

• décor

• natural light

• in-room technical controls: lighting, temperature, audio, windows

• in-house/outsourced AV company

• outdoor facilities

• overall cleanliness, maintenance and quality of finish

• business centre access and facilities

• proximity to:

• washrooms

• other event spaces,

• elevators/stairs

• lobby and other public spaces

• cloak room