Photograph by Arkady Chubykin for Adobe Stock
Takeaways
- Consider all transportation conveniences and potential pitfalls based on the hotel's location.
- Determine which hotel amenities and services your attendees are most likely to require.
- If amenities such as fitness-center use and WiFi carry a fee, determine whether they can be negotiated into the deal.
- Ensure meeting rooms do not have unique designs or obstructions that would affect your intended setup.
-
Double-check all catering costs to see whether taxes and gratuities are
included, and determine whether gratuities are applied before or after
taxes.
Bring this checklist along on your next trip to appraise potential hotels for meetings and events.
Location
- How close to the airport is the property?
- Is the hotel near a major subway or bus line?
- Does the property offer shuttle service? What is the cost and service schedule?
- What type of shopping, recreational facilities and restaurants are on-site or nearby?
The Facility
- Are the front-of-house staff (doormen, reception, etc.) efficient and friendly?
- Is the lobby attractive and clean?
- Is the registration desk easy to find? Is there sufficient staff to handle busy check-in/checkout times for major groups? Is there a separate group check-in area?
- What is the availability of services such as an ATM, a gift shop, concierge, etc.?
- Are guest rooms comfortable and clean? Is the furniture in good condition? Are the bathroom fixtures modern? Do rooms offer adequate lighting, closet space and hangers?
- Are there any fees for Internet access in the guest rooms? Is WiFi available in the public spaces?
- Are there smoke detectors in the rooms, and is fire-exit information posted? Are emergency exits clearly marked?
- What is the size of a standard room vs. a deluxe room?
- Does the property have enough ADA-compliant rooms for your group?
- What are the room categories (ocean view, etc.), and how many are available in each category?
- Will rooms be available to accommodate early arrivals and late departures?
- What are the check-in and checkout times?
- What are the guarantee and deposit rules?
- What is the cutoff date for a room block?
- What is the refund policy for cancellations/attrition?
- Are any renovations planned? Will the work interfere with your event dates?
- Does the property have a fitness club and/or a spa? What are its hours? Is there a fee for access? Are group rates available?
Meeting Space
- Which meeting rooms can be reserved for your group?
- Is there an additional cost for WiFi in the meeting spaces or is it included?
- Can rooms be arranged in the setups needed?
- Are rooms adequately soundproofed?
- Do meeting rooms have high ceilings? Are columns or obstructions a concern?
- Is space available in or near the meeting rooms for breaks?
- Does the hotel have in-house (exclusive) or preferred suppliers for A/V services?
Food and Beverage
- What are the standard group offerings for meals and breaks?
- Are taxes and gratuities included in food-and-beverage costs? Are extra charges applied for events that run over schedule?
- What are the local liquor laws?
- Are special services, such as tailored menus, theme parties, decorations, etc., available?
- Are room-service offerings sufficient? Which hours is it available?
- What vegetarian/vegan options are available? How are dietary restrictions and food allergies accommodated? Does the property regularly use signage to show ingredients used in meals?