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| The destination |
| Accessibility |
Ease and cost
Proximity to airport
Permits access by people with disabilities
Adequate taxi service
Sufficient parking space
Availability and cost of shuttle service
Adequate airport assistance
Adequate number of flights into destination
Seasonality of destination (peak season vs. off-season) |
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| Environment |
Availability of local attractions
Shopping
Recreation
Restaurants
Weather conditions
Appearance
Safety of area
Economic health of community
Reputation of area/ facility for hosting meetings
Support
and services available from local convention bureau |
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| The facility |
Attractive, clean
Registration desk easy to find: sufficient space and personnel
in relation to guest rooms; ability to handle peak check-in/check-out
times for major groups; efficient front desk personnel.
Accessible,
fully-staffed message and information desk: rapid response
to telephone calls; quick delivery of messages.
Availability of guest services: drugstores, banks, emergency
services, gift shop, concierge, safety deposit boxes
Comfortable
clean rooms: furniture in good condition, modern bathroom
fixtures, adequate lighting, adequate closet space and
hangers, smoke detectors, fire exit information clearly
posted.
Adequate lighting and cleanliness of hallways
Availability of beverage and ice machines on each floor.
Rooms
equipped for people with disabilities
Reservations procedures and policies
Guarantee and deposit requirements
Check-in and check-out hours
Cut-off date for the room block
Check-cashing policies and types of credit cards accepted
Refund
policy for cancellations
Dates of any planned renovations
Availability of a health club, hours, and cost
Telephone access charges (long distance, local, and calling
card)
Internet services
Key system for guest rooms
Adequate parking space
Hotel emergency plan
Hotel emergency exits clearly marked
Comparison of king-bedded versus double-bedded room categories |
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| Meeting space |
| Meeting rooms come in all shapes and sizes, and with
a number of obstructions and inadequacies. The meeting
manager must evaluate the potential of each room under
consideration. They should measure the room, prepare scale
diagrams, incorporate all equipment, staging and decorations,
and calculate the desired square footage per person for
the required setup. Below are some questions the meeting
manager should be prepared to answer before the site inspection: |
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How many meeting rooms will be required?
In addition to the formal program, will meeting rooms
be needed for committee and business meetings?
What is the estimated attendance for each session?
Are
attendees to be seated theater style, classroom style,
or conference style?
Are rooms with high ceilings and no columns or obstructions
needed to accommodate audiovisual presentations?
Is space needed in or near the meeting room(s) for refreshment
breaks?
What pre- and post-meeting space is required for affiliated
ancillary groups?
Are meeting rooms accessible to people with disabilities? |
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| Food and beverage service |
| Public outlets |
Appearance and cleanliness
Cleanliness of food preparation areas
Adequate staffing at peak times
Attitude of personnel
Prompt and efficient service
Variety of menus
Cost range
Reservations policy
Feasibility of setting up additional food outlets for
continental breakfast and quick luncheon service if necessary
Feasibility of using public food outlets for group functions
during non-peak hours |
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| Group functions |
Quality and service
Diversity of menus
Creativity or access to companies specializing in this
Costs: tax and gratuities; projected price increase by
the time of the meeting; extra labor charges for small
group functions
Liquor laws (restricted times)
Cash bar policies: bartender cost and minimum hours, cashier
charges, drink prices
Refreshment break pricing: guarantee policies, when a
guarantee is required, number prepared beyond guarantee
Special
services: tailored menus, theme parties, unique refreshment
breaks, food substitutions available, table decorations,
dance floor
Room service: diversity of menu, prompt and efficient
telephone manner, prompt delivery, quality |
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| Exhibit space |
Location of utilities
Location of fire exits
Proximity to food service areas, restrooms, and telephones
Availability
of sufficient time for move-in and move-out
Proximity of exhibit hall to other portions of the meeting |
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| Offices and other services |
Good lighting
Easy for attendees to locate
Adequate electrical outlets
Availability of house telephones or telephone jacks
Availability
of Internet
Ability to secure space after hours
Is the hotel flexible regarding the tentative agenda,
or is meeting space locked in by signed contract?
Are
doors to meeting rooms wide enough to accommodate wheelchairs? |
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| Equipment |
Tables: eight feet long, rounds, 60 inches, 72 inches
Chairs
Table linens |
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