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Conducting a Thorough Site Inspection
While it is becoming more common for hotels and other meeting sites to make “virtual tours” available on the Web, this is still no substitute for an in-person site inspection.
In a virtual tour, the site shows you only what it wants you to see.
In person, you will have an infinitely greater capability to assess whether a site is appropriate for your meeting. Of course, since traveling to sites is time-consuming, you need to narrow down the options to the greatest extent possible.
Before even considering a site inspection, you must be fairly confident that a site is a good fit for your group. In this regard, the most important things to know are the meeting’s objectives and budget.
You also should know: your attendee demographics (age range, gender mix, level of sophistication, preferences, ethnicity, geographical considerations); program design, including meeting formats and social and recreational activities; accommodation room and meeting-space requirements; arrival - departure pattern and dates; meeting - site criteria (resort, conference center, CBD , etc.); previous meeting characteristics (meeting history); and organisational policies.
A thorough site inspection will answer these questions:
1. What is the physical condition of the property — inside and out? Condition of the surrounding area?
2. Is it safe for attendees to walk around the area? Are areas well lit at night?
3. Do employees appear to take pleasure in accommodating guests?
4. What type of transportation is available in and around the city, to and from the airport?
5. What is the distance and travel time to the airport?
6. Did you receive positive comments from references?
7. What recreational activities are available on premise or nearby? What are their hours and prices?
8. What local attractions are available for sightseeing or special events?
9. Does the facility have complimentary shuttle service?
10. Does the facility have a business center? What are the hours? What services are available after hours?
11. Does the venue link accommodation production to rooms hire rates?
12. Is there an audiovisual company on the premises? Can you bring your own AV Company? Do they charge extra if you do?
13. How many public restrooms are available? How many can each accommodate?
14. How many public and house phones are available? What are their locations?
15. How many restaurants are there? What are their hours and average prices? What are room-service hours?
16. Are off-site restaurants within walking distance?
17. Does the facility have a health club? What are the hours? What type of equipment is available?
18. How many parking spaces are available? Are they patrolled by security? Is valet parking available?
19. What was the last conference the venue catered for that matched your requirements… get a reference.
20. Is the facility staff trained in CPR? What is their emergency procedure? Are emergency pamphlets available in sleeping rooms?
21. What large groups are booked at the same time in the city? Do your dates coincide with any citywide events?
22. What are the loading dock policies re the delivery of goods for the conference (some venues only accept items 24 hours before registration open)?
23. Most hotels will help you get what you want, remember in the current climate they are prepared to negotiate with you.
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