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2014/2015 Edition
Sponsored By:
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Hotel/Accommodations Site Visit ChecklistHotel ___________________________________________ Phone __________________________________
Address__________________________________________ Fax# __________________________________
City _____________________________________________ Zip ___________________________________
Staff:Sales Manager ______________________________ Director Of Sales ______________________________
Convention Services Manager ________________________________________________________________
Food and Beverage Manager _________________________________________________________________
Reservations Manager ______________________________________________________________________
Registration:Individual ______ Controlled By Meeting Planner ______
List Required ______ Days In Advance ______
Location Of Registration Desk:
Lobby:Appearance: Excellent ______ Very Good ______ Fair ______ Poor ______
Bell Desk: Yes ______ No ______
Facilities For Luggage Storage ________________________________________________________________
Comments ________________________________________________________________________________
Front Desk:Check-in Time ______________________________ Check-out Time ________________________________
Front Desk Attitude ________________________________________________________________________
Rooms Held Without Guarantee Until __________________________________________________________
Credit Cards Accepted ______________________________________________________________________
Elevators:Number ______ Easily Accessible: Yes ______ No ______
Service: Excellent ______ Very Good ______ Fair ______ Poor ______
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Hotel/Accommodations Site Visit Checklist
Guest Rooms:Number _____ King _____/$_____ Queen _____/$_____ Suites _____/$_____
Double _____/$_____ Double/Double _____/$_____
Handicap Accessible # Rooms _____ Smoking _____ Non Smoking _____
Maximum # Committable Rooms ______________________________________________________________
Comp Policy ________________________________________________________ FEMA# _______________
Tax On Sleeping Rooms: (Sales) % _____ Bed Tax % _____ Total _____
Cut Off Date: 4 _____ 3 _____ 2 _____ 1 _____ Weeks Prior
Appearance: Excellent _____ Very Good _____ Fair _____ Poor _____
Smoke Alarms __________________________________ Sprinklers _________________________________
Amenities _________________________________________________________________________________
In-Room Technology _____________________________________ Cost _______________________________
Internet Access: Yes ___ No ___ Complimentary: Yes ___ No ___ Wireless: Yes ___ No ___
Room Service Available: Yes _____ No _____
Hours ____________________________________________________________________________________
Vending Machines: Yes _____ No _____ Soda _____ Ice _____
In-Room Coffee: Yes ___ No ___ In-Room Fridge: Yes ___ No ___
In-Room Microwave: Yes ___ No ___
Suites:# Available _____________________________________ Comp Policy _______________________________
Cost _____________________________________________________________________________________
Appearance: Excellent _____ Very Good _____ Fair _____ Poor _____
Concierge Level & VIP Level:Concierge Level: Yes _____ No _____ Number Of Floors _____ Number Of Rooms _____
Rates: Single _______________________________________ Double _______________________________
Complimentary Services _____________________________________________________________________
Hors D’Oeuvres: Yes _____ No _____ Liquor: Yes _____ No _____
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Meeting/Conference Site Visit ChecklistMeetings: Room Set Up Date Hours Ceiling Ht. 1 ___________________ ___________________ _________ _________ ____________________ 2 ___________________ ___________________ _________ _________ ____________________ 3 ___________________ ___________________ _________ _________ ____________________ 4 ___________________ ___________________ _________ _________ ____________________ 5 ___________________ ___________________ _________ _________ ____________________ 6 ___________________ ___________________ _________ _________ ____________________ 7 ___________________ ___________________ _________ _________ ____________________ 8 ___________________ ___________________ _________ _________ ____________________ 9 ___________________ ___________________ _________ _________ ____________________10 ___________________ ___________________ _________ _________ ____________________11 ___________________ ___________________ _________ _________ ____________________
Meeting Rooms Carpeted: Yes _____ No _____
Individual Controls In Each Room: Heat: Yes _____ No _____ Air: Yes _____ No _____
Lights: Yes _____ No _____ Sound: Yes _____ No _____
Audio Visuals ______________________________________________________________________________
Obstructions: Yes _____ No _____
Appearance: Excellent _____ Very Good _____ Fair _____ Poor _____
Restroom Access _________________________________________________
Internet Access: Yes ___ No ___ Complimentary: Yes ___ No ___ Wireless: Yes ___ No ___
Business Center: Yes _____ No _____ Hours: __________________________________________
Exhibits:Location ___________________________ Size Of Booths (6x8) Or (8x10) Or (10x10) Or (Table Top)
Exhibit # ___________________________ Hours ___________________________
Decorator Exclusive: Yes _____ No _____
Food & Beverage:Menus Provided: Yes _____ No _____ Service Charge: Yes _____ No _____ How Much _____
Guaranteed Prices (Until Date) Guarantee Policy
Tax % Gratuity %
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Hotel Amenities Site Visit Checklist
Restaurants:Are Meal Hours Flexible: Yes _____ No _____
Can Restaurants Be Used For Groups: Yes _____ No _____
Outdoor Meals: Yes _____ No _____
Location _________________________________________________________________________________
Surcharges ___________________________________
Lounges:Hours ______________________________________ Theme ______________________________________
Entertainment _______________________________
Hours ______________________________________
Food In Lounge ______________________________ Capacity ____________________________________
Coffee Breaks:Indicate Usual Service: China _____ Foam _____ Other ______________________________________
Audio/Visual:Exclusive Company: Yes _____ No _____
Company _________________________________________________________________________________
Price List Provided _____________________________ Company On Property: Yes ______ No ______
Equipment Provided at No Cost _______________________________________________________________
_________________________________________________________________________________________
Supplier Located On Site: Yes ______ No ______
Recreation:Pools: Indoor ______ Outdoor ______ Heated ______ Hot Tub: ______
Tennis: Yes ______ No ______ Lighted ______ Cost _______
Health Club: Yes _____ No _____ Cost: _____
On-Site Golf: Yes ______ No ______
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Hotel Amenities Site Visit Checklist
Recreation Cont.:Cost ____________________________________ Group Golf Programs: Yes ______ No ______
Off-Site Golf: Yes ______ No ______
Cost ____________________________________ Miles From Hotel ________________________________
Kids’ Program ____________________________________________________________________________
Additional Services:Auto Rental: Yes ______ No ______ Company _____________________________
Baby Sitters: Yes ______ No ______ Rate __________
Airport Transportation: Yes _____ No _____ Cost __________
Airport Shuttle Service _____________________________ Taxi Cab Co. _____________________________
Public Transportation ______________________________________________________________________
Phone # ___________________ Phone # ___________________ Phone # ___________________
Parking: Inside _____ Outside _____ Valet _____ Self Parking _____
Cost ____________________________________________________________________________________
Accounting:Master Account ___________________________________________________________________________
Individual Responsibility ___________________________________________________________________
Accounting Dept. Contact ____________________________ Phone Number ________________________
Property Evaluation:Age of Property __________________________________ Date Last Renovation _______________________
Any Renovations Scheduled (Date) ____________________________________________________________
Overall Evaluation Of Property: Excellent _____ Very Good _____ Fair _____ Poor _____
Staff Attitude: Excellent _____ Very Good _____ Fair _____ Poor ______
Ability To Meet My Meeting Needs: ____________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
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Overflow Hotel Accommodations:Hotel ___________________________________________ Phone __________________________________
Address__________________________________________ Fax# __________________________________
City _____________________________________________ Zip ___________________________________
Staff: Room Block Yes ____ No ____
Sales Manager _______________________________ Director of Sales _______________________________
Reservation Manager _______________________________________________________________________
Overflow Hotel Accommodations:Hotel ___________________________________________ Phone __________________________________
Contact _______________________________ Email ______________________________________
Distance _____________________________________________ Transportation _______________________
# Guest Rooms _______ Room Block Yes ____ No ____
Staff: Sales Manager_______________________________ Director of Sales _______________________________
Reservation Manager _______________________________________________________________________
Overflow Hotel Accommodations:Hotel ___________________________________________ Phone __________________________________
Contact _______________________________ Email ______________________________________
Distance _____________________________________________ Transportation _______________________
# Guest Rooms _______ Room Block Yes ____ No ____
Staff: Sales Manager_______________________________ Director of Sales _______________________________
Reservation Manager _______________________________________________________________________
Site Visit Checklist
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Additional InformationOff Site Facilities:Restaurant/Venue ________________________________________________ max # _____________________
Contact __________________________________________________________________________________
Restaurant/ Venue ________________________________________________ max # _____________________
Contact __________________________________________________________________________________
Restaurant/ Venue ________________________________________________ max # _____________________
Contact __________________________________________________________________________________
Restaurant / Venue __________________________________________________________________________
Contact __________________________________________________________________________________
Suggestions for tours & activities for attendees:_________________________________________________________________________________________
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Complimentary Convention Services
Attendance Builders: Materials: Yes ____ No ____
Brochures for Meeting Attendees:
______ Attractions ______ Walking Tour ______ Museum
______ Golf ______ Visitors Guide ______ Tours
______ Map/Restaurant List
Other __________________________________________________________––_________________________
Assistance:Welcome Signage: Yes ____ No ____ Logo to CVB by _____________________________________
Welcome Address: Yes ____ No ____ Provided By _______________________________________
Welcome Letter: Yes ____ No ____ Provided By _________________________________________
Tour Arrangements: Yes ____ No ____
Registration/ Hospitality Assistance:Yes ____ No ____
Date ___________________ Time ______________________ Location _________________________
Destination Management Organization Contact:__________________________________________________________________________________________
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Notes:___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
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