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Appendix C
* Will your conferees use the airport?
_____ How far is the airport from the hotel?
_____ What is the travel time?
_____ Does the hotel offer a shuttle to and from the airport?
_____ If so, what is the fare?
_____ How often and between what times does the shuttle run?
_____ What is the cost by taxi?
_____ Are rental cars available at the airport?
* Hotel Check-in
_____ When is check-in time? _____ When is check-out time?
_____ Is the front desk staff friendly and courteous?
_____ How long does it take to check in? _____ How many terminals are available?
_____ Is the bellperson easy to find? _____ Helpful?
_____ Does the doorman respond promptly to your arrival?
_____ Is the doorman friendly, courteous, and helpful?
_____ Is ample luggage storage area available for arrivals before check-in time and departures after check-out time?
* Accommodations
_____ How many rooms, not including suites, are available for your conference?
_____ How many suites are available to you?
_____ How many beds are provided in each suite?
_____ Room rates by occupancy: _____ Single _____ Double _____ Triple _____ Suites
_____ How many singles are available? _____ How many doubles?
_____ How many king-size beds are available? _____ Queens? _____ Doubles?
_____ Number of rooms handicap accessible?
_____ Does each room have a radio? _____ Cable t.v.? _____ Closed circuit t.v.?
_____ Does each room have a refrigerator?
_____ Is it empty or stocked with cash items?
_____ Is a newspaper delivered to each room?
_____ Does each room have shampoo and soap? _____ Hand and body lotion?
_____ Toothpaste? _____ Mouthwash? _____ Hair conditioner?
_____ Cologne/perfume? _____ Shower cap? _____ Sewing kit?
_____ Shoeshine cloth? _____ Complimentary coffee and coffee maker?
_____ Hair dryer? _____ Irons and ironing board?
_____ Voice mail/data port?
_____ Is express check-out available? _____ Video check-out?
_____ Are rooms in good condition? _____ Comfortable? _____ Fresh smelling?
_____ How many rooms are designated non-smoking?
_____ Does the hotel offer VIP accommodations?
* Hotel Services
_____ Does the hotel have a parking garage? ______ Parking lot?
_____ What is the rate? _____ Number of available spaces?
_____ Does the hotel have an audiovisual equipment manager?
_____ Are washing machines and dryers available to guests?
_____ Does the hotel have a laundry service?
_____ Is room service available? _____ How late?
_____ Does the hotel have a business center?
_____ Are recreational facilities available? _____ Game room? _____ Fitness center?
_____ Swimming pool? _____ Sauna? _____ Hot tub? _____ Jogging path?
_____ Are shops located on site? _____ Beauty salon/barber shop? _____ Newsstand?
_____ Toiletries? _____Gift shop? _____Groceries? _____Clothing?
_____ Are coffee/deli counters on site? _____ Average prices?
* Facilities and Design
_____ Are hallways and lobby areas neat, clean, spacious, and safe?
_____ Is there an area to comfortably handle conference registration?
_____ Can you hang banners or welcoming signs in public areas?
_____ Are there enough restrooms? _____ Are they conveniently located?
_____ Are there enough elevators and stairways to comfortably move conferees?
_____ Are all areas accessible to the handicapped?
_____ Does the hotel have public coat racks? _____ Coat-check rooms?
_____ Does the facility have a secured storage area?
_____ Does each room have a smoke alarm? _____ Sprinkler system?
_____ Is the temperature in public areas comfortable?
_____ Are all areas well lit? _____ Fresh smelling? _____ Are noise levels acceptable?
* Meeting Rooms
_____ Number of breakout rooms available to you (not including ballroom)?
Collect data on each room.
_________________ Room name ________________ Location
Capacity: ________ Theater _________ Classroom ________ Round tables
_____ How are the rooms usually set?
_____ Is there an extra charge for resetting?
_____ Are the following items complimentary, extra charge, or not available:
_____ Pens/pencils and notepads for participants? _____ Speakers' podium?
_____ Microphone? _____ Flipchart? _____ Chalk board? _____ White board?
_____ Markers? _____ In-room water station? _____ Projection screen?
_____ Is lighting controlled within the room? _____ Does it have a dimming switch?
_____ Are temperature controls within the room?
_____ Is any other group using the room before/after your meeting?
_____ Can signs be taped/pinned to the walls?
_____ Are signs outside the room attached to the door? _____ Walls? _____ Easel?
_____ Is the room carpeted? _____ Does it have pillars? _____ Mirrors?
_____ Windows? _____ Outside balcony/patio?
* General Session Rooms/Banquet Room
Many hotels and meeting facilities have a banquet room or grand ballroom that may
be divided into smaller general session rooms. Collect data on the large room and each smaller room.
_________________ Room name ________________ Location
Capacity: ________ Theater _________ Classroom ________ Round tables
Capacity with Head Table: _______ Theater ______ Classroom
______ Round tables
_____ Does the room have movable walls?
_____ Will any other group be using any adjoining room before, during, or after your meeting?
_____ Does the room have a sound system? _____ How is it controlled?
_____ Is there an extra charge for podium? _____ Microphone?
_____ What type of lighting does the room have? _____ How is it controlled?
_____ Can a banner be hung or attached to walls?
_____ Does the room have audiovisual screens? _____ How many?
_____ Where are they located?
_____ Is the room carpeted? _____ Does it have pillars?
* Other Considerations
_____ What is the policy on complimentary rooms?
_____ Is a depressed-season or shoulder rate available?
_____ Is a deposit required? _____ When?
_____ Does the hotel overbook?
_____ Who is responsible for damage?
_____ Are all major credit cards accepted?
_____ Does the property have a security force? _____ On a 24-hour basis?
_____ Are hotel personnel trained in CPR?
_____ Are guests provided with free transportation to any local attractions?
_____ Are there any minimum requirements for menus/buffets/banquet services?
_____ Are service charges, gratuities, or sales tax added to food and beverage prices?
_____ Are there insurance requirements?
_____ Does the facility offer complimentary coffee, breakfast, or evening hors d'oeuvres?
_____ What is the facility's cancellation policy?
_____ What additional charges can be expected for items such as bar services, table
setups, maintenance/electrical assistance?
_____ Can room rates or menu prices be guaranteed?
_____ Are there any plans for remodeling, construction, room upgrades, management changes?
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