Venue-Inspection ChecklistSharon Bock, CMP, is owner and president of convention and trade show management company Leadership Dimensions of Carmichael, CA. Sheuses the form below to track and compare the quality of the facilities and services offered by venues during her selection and inspection process.

VENUE A VENUE B VENUE C

Date bid recieved

HOT ISSUES

Available datesDeposit due date and amountCancellation clauseAttrition clauseGuarantee on rates/spaceGuarantee on menu pricingMobil/AAA rating

BUILDING AND GROUNDS

Doorman duty hoursCheck at site inspection:

NeighborhoodBuilding appearancePorte cochere/entry appearanceDriveway maintenanceLandscapingDoor cleanlinessLack of clutter in entry areaEntry obstructionsDoorman appearance/attitude

PUBLIC SPACES

General specificationsADA compliantNon-smoking areasLast renovation

Check at site inspection:Size/spaciousnessAppointmentsNoise levelCleanlinessLightingMaintenanceSeatingVisibility of reader boardHallway lighting, cleanliness, noiseElevators: number, cleanliness, speedVisibility of room numbers/names

REGISTRATION

Express check-inExpress check-outBell staff/luggage service

Check at site inspection:Desk-staff appearance, uniforms, badgesAttentivenessAbility to direct visitors to functionsOrganizationLightingNoiseWait time to registerBell-staff appearance, uniforms, badgesWait time for baggage deliveryHelpfulness of bell staffNegotiablesStaffing at registration deskPre-registration from housing list

COURTESY OF EXHIBITOR MAGAZINE

REGISTRATION (CONTINUED) VENUE A VENUE B VENUE C

Accommodate early arrivalsAccommodate late check-outsGuarantees past 6 p.m.Guarantee no “walks”Customized master billing for guest roomsWaive early check-out penalties

GUEST ROOMS

ADA compliance number or percentage of roomsNumber or percentage non-smoking roomsNumber TW, DD, Q, KNumber of suitesClimate controlSecurity-programmed room keysLast refurbishmentLast purchase of new mattressesSmoke alarm/sprinklersPosted fire/emergency planAmenitiesIn-room teleport(s)Phone: local/long-distance chargesTelephone booksMemo pads, penStationery/post cardsRoom-service scheduleLocal-area guidesGuest-service directoryRemote control for TVIce machinesSoda/snack machinesBottle opener in roomRefrigeratorIn-room mini barComplimentary daily paperFireplaceBalcony/porchWindows that open/sliding doorsViewDirect-dial phones (number of phones)Voice mail/message service/lightClock radiosCable TVMovies on demandVideo games on demandParental blocking of TV availableVCRs/video-tape rentalsCoffee makerHair dryerIron/ironing boardMake-up mirrorsToiletriesShoe buffersBathrobesSame day/overnight laundryAvailability of cribs, playpens, etc.Turn-down service Concierge levelIn-room safes/cost

Check at site inspection:Size/spaciousnessAppointments/decorSound proofingOverall cleanlinessCondition of carpetCondition of upholstered itemsCondition of wood/formica/marble items

COURTESY OF EXHIBITOR MAGAZINE

GUEST ROOMS (CONTINUED) VENUE A VENUE B VENUE C

OdorsSecurity hardware on doorsConvenience of light switches at entryAdequacy of lightingBlack-out drapes for sleepingTranslucent drapes for daytimeComfortable sitting areaComfortable business deskGuest-comment cards in roomExtra pillows/blankets in roomThird-sheet bed make-upEasy-to-use hangersLaundry bag in closetGood water pressure in bathroomSink and tub stoppers workAll plumbing easy to operateQuiet toiletGlassware bare or coveredPlastic or glass (ware)Ice bucketGenerous supply of towels, matsNegotiablesPublished (“rack”) rateBed taxProposed room rate (com/non-com)VIP upgradesVIP amenitiesRoom-rate window datesStaff room discountComplimentary roomsRSVP cut-off dateComplimentary a.m. breakfastComplimentary cocktails/teaComplimentary welcome baskets

TRAVEL TO/FROM

Distance from airportFreeway accessibilityNon-property shuttle costOn-property parking (number of spaces)NegotiablesFree airport shuttleParking feesValet parking availableValet parking complimentary

FUNCTION ROOMS-GENERAL

Last renovationADA accessibleWho else is in-house?Directional signs/program signageOutdoor spaceNegotiablesMeeting space cost/waiverAmenities in meeting roomsRoom set-up feesRoom change or turnover feesElectrical-use feesMicrophone-feed feesSecured (locked) storageComplimentary staff office spaceSetup/rehearsal use24-exclusive on space

AUDIOVISUAL

Range of equipment

COURTESY OF EXHIBITOR MAGAZINE

AUDIOVISUAL (CONTINUED) VENUE A VENUE B VENUE C

Built-in audio systemsBuilt-in video/video conferencingBuilt-in projection systemsBuilt-in screens includedSatellite down-linkMultimedia equipment on siteStage/curtainNegotiablesChoice of AV companySetup charges Teardown chargesInclusion in meeting-room rental

EXHIBIT SPACE

Proximity to breakout/function areasADA accessibilityTotal square footageFloor loadCeiling heightsRestrooms/telephonesLimitations (products, fuel, etc.)Union issues/regulations

Check at site inspection:Obstructions (pillars, etc.) affecting showAccess streets/signageAccess docks/doorways/signageWhere to locate securityUtility access (power/water/gas)Overall maintenance/cleanlinessNegotiablesRateDeposit requirementsCancellation clausesInsurance requirementsLabor requirements (if non-union)Additional on-street and interior signageMaps of access to docks

FOOD/BEVERAGE

Range continental-breakfast costsRange plated breakfast costsCDT price per gallonJuice price per litera.m. bakery items per dozenRange a.m. break package costsp.m. bakery items per dozenRange p.m. break package costsAll-day break package (cont/a.m./p.m.)Range plated luncheon costsRange buffet luncheon costsRange per gallon beveragesPrice per bottle soda/juice/mineral waterRange plated dinner costsRange buffet dinner costsRange package reception costsRange hors d’oeuvres/100Corkage chargesService chargeSales taxNegotiablesInclusive per food & beverage packageCenterpieces/decorationsNumber of servers/table seatedDiscount for early payment on master

COURTESY OF EXHIBITOR MAGAZINE

RECREATION/GUEST SERVICES VENUE A VENUE B VENUE C

24-hour switchboardWake-up serviceConciergeRestaurants on siteOn-site shopsLobby barSwimming poolHot tub/spaFitness centerBeauty/barber shopMassage servicesJogging/walkingGolfOther sportsPhysician on callTour deskCar rental on-siteGamblingChild-care programShopping shuttleGame arcadesCoin-op laundry nearbyAirline countersOther recreational amenitiesNearby attractions

SECURITY

Local areaSafety info in hotel reservation areaLuggage storage (in/out)Window/sliding door locksFront-desk security proceduresPhone operator safety proceduresSafes: in-room/hotelCorridor lightingParking area lights/security

SUPPORT SERVICES

Business servicesComputer/printerCopy/faxInternet accessFed Ex/UPS pick upNegotiablesHold shipped materials (how long)Delivery of materials to function areasHotel parcel-handling charge

COURTESY OF EXHIBITOR MAGAZINE