2014/2015 edition - conventionsouth magazine€¦ · 4 meeting/conference site visit checklist...

2014/2015 Edition

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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 _____________________________________________________________________________________


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 _____


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 _______________________________________________________________

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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 _______________________________________________________________________


Contact _______________________________ Email ______________________________________

Distance _____________________________________________ Transportation _______________________

# Guest Rooms _______ Room Block Yes ____ No ____

Staff: Sales Manager_______________________________ Director of Sales _______________________________



Contact _______________________________ Email ______________________________________

Distance _____________________________________________ Transportation _______________________

# Guest Rooms _______ Room Block Yes ____ No ____

Staff: Sales Manager_______________________________ Director of Sales _______________________________


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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Sponsor:

Sponsors:

Notes:___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Sponsors:

2014/2015 edition - conventionsouth magazine€¦ · 4 meeting/conference site visit checklist...

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