| I occasionally meet with a client who wants to plan a | | | | counter space to lay out your personal toiletries. Even |
| meeting or event, but balks at the notion of having me | | | | the color palette of the room is important - is it tasteful, |
| perform a site inspection. The rationalization goes like | | | | light and an enjoyable space to be in? I inspect the |
| this: "There's no need for you to fly out to City X to do | | | | lighting to make sure it is functioning and adequate. And |
| site inspections, is there? After all, we more or less | | | | how about those air conditioning and heating vents - |
| know where the meeting should take place. A known | | | | are they clean? Attendees of business meetings |
| chain or major hotel in the middle of the city - there are | | | | always need high speed internet. I make sure to ask |
| only four or five possibilities, so just pick the best one. | | | | when it was last updated, how fast it is, what the daily |
| No need to spend the time or money for you to go | | | | or multi-day cost is, and of course, can that cost be |
| there in person." | | | | negotiated for a group? What are the hours for room |
| Poor client - they don't understand that there is | | | | service and restaurants? Is there a fitness center and |
| probably no better way to spend time and money | | | | is there a use fee? What are the hours? How close |
| than to do a proper site inspection. Of course, I have | | | | are the sleeping rooms to the meeting space? |
| visited and stayed at most of the major hotels in | | | | Meeting & Function Space |
| downtown City X. Of course, I can go online and see | | | | My visual inspection of the meeting space includes |
| all of the pretty pictures of the hotel exterior, the lobby, | | | | much of what I've been looking at on the property as |
| sleeping rooms, meeting space and perfect spa. I can | | | | a whole - the general condition of the space including |
| even look at current room rates, catering options, | | | | hard and soft goods; does it meet all of the |
| meeting room capacities and driving distances from | | | | requirements of my client such as natural light, size |
| the airport. But experience has proven that there is no | | | | (both for increasing and even decreasing if necessary); |
| substitute for the real, live, in-person site inspection, | | | | ceiling height; can it accommodate AV requirements |
| since I will only be able to answer about 10% of the | | | | (front or rear screen projection, multiple screens or will |
| questions relative to the venue in relationship to the | | | | a simple 8' screen and LCD projector get "lost" in the |
| event without going onsite and "seeing" the property. | | | | room?); what's around it (other meeting rooms, the |
| Naturally, I do my homework to develop a short list of | | | | catering kitchen, the pool area, a garden or a parking |
| potential properties, making sure they meet the initial | | | | lot?); where are other meeting rooms located if I need |
| criteria for meeting space, equipment, accommodations | | | | more space or a separate room for meals; is there |
| and the like. I can also find out, through phone calls and | | | | enough room in the pre-function space or foyer |
| email, whether the desired dates are available, if the | | | | outside of the room for registration and will that space |
| property can accommodate the number of rooms I | | | | be shared with other groups or private? I make sure |
| need, cost estimates for initial budgets, whether the | | | | to check the lighting, heating and air conditioning, |
| property is planning any renovations during the desired | | | | soundproofing, proximity to restrooms and outdoor |
| time period, and what other groups might be in-house | | | | space. I check to see if there are any pillars or other |
| at the time. | | | | obstructions that would limit visibility, and even check |
| But only a site inspection can answer the deeper | | | | the room shape since they aren't all square or |
| questions that relate to the ultimate success of the | | | | rectangular. I ask to see a layout of the room with a |
| event: the staff, the sleeping rooms, the meeting | | | | seating arrangement for the same number of people I |
| rooms, and overall atmosphere and ambiance of the | | | | am expecting; how the AV equipment will be set up |
| venue. Let's face it - many properties look good on | | | | and other in-room requirements such as table top |
| paper or online, but an in-person visit tells the real story. | | | | displays or food stations. Is the AV company in-house, |
| Even if you have stayed at a property in the past, | | | | a vendor to the property or are they staff? |
| things might have changed. Most importantly, the client | | | | Other questions we discuss as we're walking the |
| often has specific requirements that must be factored | | | | space - What is the room rental charge? What is the |
| in, such as a requirement for ocean-view rooms or | | | | setup charge? Is there a Food & Beverage minimum |
| minimal distance between sleeping rooms and meeting | | | | to get certain charges waived? What are cost |
| rooms. | | | | estimates for meals and breaks? Are there any |
| When I conduct site inspections I follow a detailed | | | | non-standard issues that I need to be aware of (did |
| methodology that includes several aspects of the | | | | you know that in certain cities union contracts dictate |
| property, to give me a strong feeling for the best | | | | how something simple like a coffee break can be |
| location. | | | | charged?). What are the service charges and taxes? |
| First Impressions | | | | What is the cutoff date for guarantees? Next I check |
| I observe the outside of the venue and even its | | | | the menus, scoring them for selection, price, |
| surrounding neighborhood to see what type of first | | | | presentation, creativity and willingness to be flexible to |
| impression it will make. I then check the registration | | | | meet specific client requirements. |
| area and proximity to the front door, the lobby and its | | | | I make sure that I have seen ALL of the meeting |
| décor, restaurants and coffee stations as well as | | | | space that could accommodate my event/meeting |
| cleanliness and condition. I keep an eye out for security | | | | (even if it "might" not be available on my preferred |
| and even look at the other guests to see "who" the | | | | dates). And, most importantly, has the space I'm looking |
| property attracts. I try to observe the staff in all areas | | | | at, seen and like been put "on-hold" for my group or |
| of the venue to see how they interact with guests. I | | | | are other sales managers still trying to "sell" it even |
| expect to see employees interacting with guests | | | | while I'm standing there? Don't assume that it's all being |
| warmly, letting the guests know they are welcome. | | | | held for you unless you specifically ask for it! |
| Staff | | | | Transportation |
| I've talked with the Sales Manager many times prior to | | | | If guests are local, I check to see if there is adequate |
| my arrival for a site inspection. But once on site, it's | | | | parking available, and the cost. In some of the larger |
| important to see how your relationship with that person | | | | cities, valet parking can cost as much as $50 per night |
| develops (or under-develops in some cases). How | | | | at the property, but there might be a public lot next |
| they handle your project is incredibly important - the | | | | door or self-parking for less than half of that. If there |
| amount of time they spend with you, the spaces they | | | | are other events planned for the same time, is there |
| show you, how they answer your questions (one of | | | | enough parking for everyone? It's very frustrating |
| my favorites is "show me your worst sleeping room"). | | | | when your guests arrive at a meeting only to be |
| And, who else they introduce you to throughout. Will | | | | greeted with a sign at the parking lot that says |
| you meet the chef (especially if they know your client | | | | "Parking Full-Overnight Guests Only". If guests will |
| has specific requirements about the meals, such as | | | | travel from afar, does the hotel offer shuttle service to |
| sustainability, organic, or other preferences); or the | | | | from the airport? If not, can private shuttle service, |
| Director of Catering or your Conference Services | | | | taxis or a car service be pre-arranged? What are the |
| Manager if they get the business? Will the Director of | | | | costs likely to be? And what is the transfer time from |
| Sales or even the General Manager make an | | | | the airport to the venue? |
| appearance? Believe it or not, all of this is very | | | | Wrap-up and Scoring |
| important and is a good indicator of how important | | | | Expenses are important, and it is crucial to ensure that |
| your piece of business is to a property, and how you | | | | the client's budget will not be exceeded. But that's only |
| and your guests will be treated once that contract is | | | | part of the equation. In order to ensure an optimal |
| signed and you're on property. | | | | event and a very satisfied client, I need to balance the |
| Sleeping Rooms | | | | total estimated expenses against the suitability of |
| First I look at the layout and size of the room - is there | | | | location, accessibility, comfort, cleanliness, ambiance |
| an adequate desk/work area (and enough easy | | | | and overall feel of the venue. By seeing the property, |
| access plugs for all of our electronics); can you move | | | | meeting the staff, asking the right questions, requesting |
| around with ease, is there an additional sitting area, | | | | documented proof of past performance, and most of |
| closet space and access to the bath area? At the | | | | all carefully observing during a site inspection, I can |
| same time I'm looking at the overall condition of the | | | | make the best recommendation for my client, their |
| room, especially all of the soft goods including | | | | event and their guests. This is why an in-person site |
| bedspread/duvet, carpet, window coverings and even | | | | inspection, by someone who knows what to look for |
| the bath towels to see if they are old, stained or | | | | and what questions to ask, is one of the most crucial, |
| frayed. A look at the bathroom lets me know if there | | | | and financially responsible, elements of the entire |
| are any loose tiles or water damage, or enough | | | | planning process. |