Hotel Inspection

Checklist
Created by:

Hotel Site Inspection

Site inspection conducted by: _______________________________________
Overall Evaluation Of Hotel: Excellent _____ Good _____ Fair _____ Poor _____
If you have not already done so, please read the article How to conduct a hotel site inspection

General Hotel Information

Date of Site Inspection_________________________________________________________________
Facility Name________________________________________________________________________
Address ____________________________________________________________________________
Main phone number___________________________________________________________________
Fax number _________________________________________________________________________
Reservations phone number ____________________________________________________________
800 number for reservations ___________________________________________________________
Web site address_____________________________________________________________________
Age of Property: _________________________ Date Last Renovation _______________________
Any Renovations Scheduled (Date) ______________________________
AAA Rating _________________ Diamonds Mobil Rating__________________Stars

TripAdvisor Rating___________________________

Hotel occupancy tax? ________ City tax? _________ Other? _______

Overall Evaluation Of Property: Excellent _____ Very Good _____ Fair _____ Poor _____

ACCOMMODATIONS
Number of rooms on property: Singles ______ Doubles _____ Queens _______ Kings ________
One bedroom Suites ________ Two _______
Rooms for the physically impaired: Kings _____ Doubles _____ Queens ________ Suites _______
Total number of rooms in hotel/resort ________
Walls soundproof? Yes ________ No _______

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Hotel Management Contact Information

Name

Phone Number

Email Address

General Manager
Catering Manager
Conference Manager:
Reservations Manager:
Director of Sales:
Restaurant Manager:
Accounting Dept. Contact:

Hotel Location
LOCATION AND TRANSPORTATION

Distance to nearest airport _____________________________________________________________

Distance to downtown _________________________________________________________________
Distance to convention center ___________________________________________________________
Transportation and cost ________________________________________________________________
Traffic considerations__________________________________________________________________
Free airport shuttle__________________________________________________________________
Is it located in a "safe" area? __________________________________________________
Does the hotel provide transportation to and from the airport? __________________________

Hotel Parking
Number of parking spaces______________________________________________________________
Number of accessible spaces ___________________________________________________________
Cost of parking_______________________________________________________________________
Cost of valet parking __________________________________________________________________

Nearby Hotels
When placing overflow guests, where does the front office manager place them? ___________________
Name of hotel

Walking
Distance

Number of
rooms

Rating (1-10 with 10 being

best)

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Nearby Things To Do/ Restaurants

Restaurants (Please include approximately how far it is from the hotel)
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Shopping (Please include approximately how far it is from the hotel)
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Entertainment (Please include approximately how far it is from the hotel)
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Attractions (Please include approximately how far it is from the hotel)
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
Churches/Synagogues Distance
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________

Hotel Room Appearance/Condition

Rate the following: (1 poor 5 average 10 superior)
Room Appearance
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Room Dcor
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Room Condition/Cleanliness
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Room Lighting
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Room Dcor
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Room Condition/Cleanliness
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Bathroom Condition/Cleanliness __1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Bathroom Amenities
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Overall Rating
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
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Work Space/Desk _ Yes _ No

WiFi
Yes _____ No _____
WiFi Free
Yes _____ No _____
Sitting Area
Yes _____ No _____
In-Room Movies Cost_________________
Room Service Available:
Yes _____ No _____
Guest phone charge cost ________ Long Distance _______

In Room Amenities
Please circle the ones that the hotel has in the rooms
Climate control
Security-programmed room keys

Memo pads, pen

Room-service Menu

Complimentary WiFi
Parental blocking of TV available

Posted fire/emergency plan

Local-area guides
Guest-service directory Movies
on demand

Video games on demand

Toiletries

Remote control for TV

Cable TV

Iron/ironing board

Refrigerator

Clock radios

Hair dryer

Microwave

Voice mail/message service/light

Coffee maker

In-room mini bar

Direct-dial phones

Smoke alarm/sprinklers

Complimentary daily paper

Balcony/porch

Same day/overnight laundry

Convenience of light switches at

entry

Complimentary a.m. breakfast

Availability of cribs, playpens

Black-out drapes for sleeping

Ice bucket

In-room safes/cost

Translucent drapes for daytime

Generous supply of towels, mats

Extra pillows/blankets in room

Comfortable business desk

Plastic or glass (ware)

Good water pressure in

bathroom

Sink and tub stoppers work

Quiet toilet

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Contract Policies
SLEEPING ROOMS
Rack Rate Single $__________Double $_________Suite $__________
Group Rate Single $__________Double $_________Suite $__________
Complimentary Rooms ___________per_________ __Per Night __ Cumulative
Plus Over and Above __________________________________________________________________
Room Tax_________________% plus additional per night, if applicable $________________________
Room Block by Day:
Day___________________________Number of Rooms________________________________
Day___________________________Number of Rooms________________________________
Day___________________________Number of Rooms________________________________
Day___________________________Number of Rooms________________________________
Cut-Off Date__________________________ Days Out__________________________________
Rates available after cut-off date ___Yes___ No
Attrition Rate

_____________________%

Deposit required for group __________________________

What is the policy on cancellations/no shows _______________________________________________
Do they have a complimentary meeting rooms based on food and sleeping room policy? _________________________
Cancellation clause __________________________

Check-In time?_______________ Check-Out time?__________________

What is the policy for late check-out?___________________________________
________________________________________________________________
Room guarantee policy?_____________________________________________
Room cancellation policy?___________________________________________
Extended rate (night before)?___________ (night after)? ________________
If the hotel is sold out, what arrangements are made for confirmed hotel guest?
________________________________________________________________
________________________________________________________________
Is luggage storage available for early arrivals and late departures? Yes ______
No _____ Cost ________
Guarantee no walks
Customized master billing for guest rooms
Waive early check-out penalties

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Taxes
Sales tax on guestrooms _______________________________________________________________
Occupancy tax on guestrooms __________________________________________________________
Sales tax on food_____________________________________________________________________
Gratuity percentage ___________________________________________________________________
Service Fees, if any ___________________________________________________

Meeting/Conference Rooms Information

**Request a diagram of all meeting spaces in the hotel. This diagram should
include square footage, room dimensions, ceiling height and maximum capacity
for various meeting room set-ups. After identifying the most suitable meeting
space, ask the following questions for each room that you will be using:
Total Sq. Ft. at Hotel _____________
Other groups meeting over our specific dates:

Room

Set Up

Date

Max People

Square Feet

DIMENSIONS
(W/ CEILING
HEIGHT)

Meeting
Room Fee

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Meeting Info.
Built-in screen/stage/podium
Meeting Room Floor Plans Available: Yes _____ No _____
Meeting Rooms Carpeted: Yes _____ No _____
Obstructions: Yes _____ No _____

Whiteboard/markers
Notepads for participants
Temperature controls
Air walls soundproof
Storage rooms
Computer hookups
Is the room accessible?
Restrooms (number of each)_________________________________________________________
Telephones (number of each) ________________________________________________________
Is there Internet access? What is the cost? _____________________________________________

Questions To Ask
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How many meeting rooms does the hotel have?

Are airwalls soundproof?
How close are the bathrooms?
Does each room have temperature controls?
Adequate lighting?
Are the meeting rooms wired for sound?
Is there WiFi in the meeting rooms?
Are there whiteboards in every room?
Are pc projectors and laser pointers available?
Are screens available?
What will the planner have to order?
Do the meeting rooms have obstructions?
Are the meeting rooms wired for sound?
Is there an in-house A/V company?
Can we connect into house sound?
Computer hookups in meeting rooms? Yes _____ No ______ Is there a charge?
High-speed Internet Access _________________________
Wireless Access __________________________________
Access for the physically impaired ___________________
Stage/Size___________/______________
Staging area ________________________
How far is the banquet room from the kitchen?
How many places will the hotel set up beyond the stated number of guests?
When does the hotel need final guarantee?
Will the hotel set up special morning coffee areas for guests?
26. Are the meeting rooms carpeted? Yes _____ No ______
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27. Do the meeting rooms have pillars? Yes _____ No ______

28. Do the meeting rooms have natural lighting? Yes _____ No ______
29. Is there a extra charge for audio-visual equipment? Yes _____ No ______
30. Is there a charge for bringing your own audio-visual equipment? Yes _____ No ______
31. If so, what is the charge? ______________________________________
32. Is there individual temperature controls in the meeting room? Yes _____ No ______
33. If so, where are they located? ___________________________________
34. Entertainment/type __________________________________
35. Dance floor/Size_________________________________________________
36. Special event capability____________________________________________
37. Is there an extra charge for re-setting the room if set-up is changed?
38. Can you hang meeting banners or signs in public areas?___________________
39. If so, in what manner?___________________
40. Are they ADA compliant
41. How many rooms do they have that are ADA compliant
42. Are their meeting facilities available for ADA___________________________
43. Do they allow registration desks in Lobby?
44. Is there enough room to have a registration desk outside the meeting room?
45. Yes _____ No ______ If so, what is the cost? __________________________________

What items are complimentary (included in meeting room set-up)?

47. Is there a charge for bringing your own supplies? Yes _____ No ______
48. Does the hotel provide complimentary meeting signage? Yes _____ No ______
46.

Room Rental Charge $ ____________________________________

Set-Up Charge $ ____________________________________
Rate the Following: (1 Poor 5 Average 10 Superior)
Proximity to Sleeping Rooms _1 _2 _3 _4 _5 _6 _7 _8 _9 _10
Condition/Cleanliness
_1 _2 _3 _4 _5 _6 _7 _8 _9 _10
Soundproofing
_1 _2 _3 _4 _5 _6 _7 _8 _9 _10
Dcor
_1 _2 _3 _4 _5 _6 _7 _8 _9 _10
Ceiling Height
_1 _2 _3 _4 _5 _6 _7 _8 _9 _10
Lighting
_1 _2 _3 _4 _5 _6 _7 _8 _9 _10
Heating/Ventilation
_1 _2 _3 _4 _5 _6 _7 _8 _9 _10
Sound System
_1 _2 _3 _4 _5 _6 _7 _8 _9 _10
Equipment (e.g. tables, chairs) _1 _2 _3 _4 _5 _6 _7 _8 _9 _10
Elevators proximity
_1 _2 _3 _4 _5 _6 _7 _8 _9 _10
Restroom Cleanliness
_1 _2 _3 _4 _5 _6 _7 _8 _9 _10
Restroom Proximity
_1 _2 _3 _4 _5 _6 _7 _8 _9 _10
Overall Rating
_1 _2 _3 _4 _5 _6 _7 _8 _9 _10
Estimated Cost Of Meeting For This Site
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Sleeping Room Cost $ ________________________________________________

Meeting Room Cost $ ________________________________________________
Food & Beverage Cost $ _____________________________________________
A/V & Other Equipment Cost $ ________________________________________
Travel Cost $ ________________________________________________
Other Meeting Cost $ ________________________________________________
TOTAL ESTIMATED COST $ ____________________________________________

A/V Equipment
Exclusive Company: Yes _____ No _____
Company
Price List Provided: _____________________________ Company On Property: Yes ______ No ______
Equipment Provided at No Cost: ___________________________________
Types and sizes of tables ______________________________________________________________
Types and sizes of chairs ______________________________________________________________
Number of Lecterns/Mics/Projectors ______________________________________________________
Podiums (how many and dimensions)_____________________________________________________
Projection stands _____________________________________________________________________
Screens ____________________________________________________________________________
Built-in audio systems
Built-in video/video conferencing
Built-in projection systems
Built-in screens included
Satellite down-link
Multimedia equipment on site
Stage/curtain
Choice of AV company
Setup charges
Teardown charges
Inclusion in meeting-room rental
In-House Audio/Visual Company ___________________________________ Exclusive _ Yes _ No
Overhead Projector $ ________________________ Data Projector $
______________________________
Screen $ __________________________________ Labor Rates $ ________________________________
Rate the Following: (1 Poor 5 Average 10 Superior)
Equipment Availability
_1 _2 _3 _4 _5 _6 _7 _8 _9 _10
Equipment Condition
_1 _2 _3 _4 _5 _6 _7 _8 _9 _10
Equipment Price
_1 _2 _3 _4 _5 _6 _7 _8 _9 _10
Overall Rating
_1 _2 _3 _4 _5 _6 _7 _8 _9 _10
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Food And Beverage

Attach catering menus.
Obtain a list of certifications and conditions from catering contracts or Banquet Event Orders
Obtain a billing application for credit or deposit arrangements for guests and group
Decorations available for use?
Approximate Cost for Breakfast $______________/person
Lunch $__________________________/person
Dinner $__________________________/person
Coffee $__________________________/person
Service Charge _____________% Tax _______________%
Guarantees needed by ____________days Overset guarantee by __________________%
Any special packages __________________________________________________________________
Rate the Following: (1 Poor 5 Average 10 Superior)
Presentation
_1 _2 _3 _4 _5 _6 _7 _8 _9 _10
Menu Selections
_1 _2 _3 _4 _5 _6 _7 _8 _9 _10
Menu Prices
_1 _2 _3 _4 _5 _6 _7 _8 _9 _10
Creativity
_1 _2 _3 _4 _5 _6 _7 _8 _9 _10
Willingness to Divert from Menu _1 _2 _3 _4 _5 _6 _7 _8 _9 _10
Overall Rating
_1 _2 _3 _4 _5 _6 _7 _8 _9 _10

Lobby
Rate the following: (1 poor 5 average 10 superior)
Lobby Dcor
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Lobby Seating/Location
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Lobby Condition/Cleanliness
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Noise level
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Lighting
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Seating
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Desk-staff appearance, uniforms, badges
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Attentiveness
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Ability to direct visitors to functions
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Helpfulness of bell staff
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Bell-staff appearance, uniforms, badges
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Elevator Condition
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Elevator Cleanliness
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Visibility of reader board
Hallway lighting, cleanliness, noise
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Express check-in
Express check-out
Bell staff/luggage service
Wait time to check in
Wait time for baggage delivery (Bus Tour)
ADA compliant
All hallways adequately lit?
Room numbers visible?
Hallways clean and well maintained?

Are there vending machines/ice machines? _________ If so, where are they
located:__________________________________________________________

Restaurant
Rate the following: (1 poor 5 average 10 superior)
Restaurant Staffing
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Restaurant Condition/Cleanliness
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Restaurant Dcor
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Restaurant Menu Selection/Pricing
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Restaurant Food Quality
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Public Restrooms Condition/Cleanliness
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Public Restrooms Proximity
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Adequate Security
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Adequate Fire Safety
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
Overall Rating
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10

Amenities Available
Shuttle service to/from airport ________ Cost ______

What is the closest airport?___________________________________________

How many miles from airport to hotel?__________________________________
Travel time to hotel? (rush hour) _____________ (non-rush hour)___________
Health Club
Tennis: Number of Courts ______ Surface(s) _____________________ Cost______Lighted______
Golf: Championship Course? _____Cost ___________ Executive Course? _____ Cost _________
Cart Rental? _________________________________ Cost ________________________________
Pool available ___________ Indoor____ Outdoor_____
Spa Facilities/Services_______________________________________________________________
How far in advance to I need to book treatments? _______________________
How many spa treatment rooms? __________________Cost________________________________
Game arcades
Coin-op laundry nearby
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Tour desk
Business Center __Yes __ No Hours ________________________________
Copy/fax services available __Yes __ No Hours __________________________
Fed Ex/UPS pick up __Yes __ No Hours ________________________________
Delivery of materials to function areas __Yes __ No
Hotel parcel-handling charge __Yes __ No Cost __________________________

Exterior
Doorman duty hours_________________
Neighborhood
Building appearance
Porto cochere/entry appearance
Driveway maintenance
Landscaping
Door cleanliness
Lack of clutter in entry area
Entry obstructions
Doorman appearance/attitude

__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
__1 __2 __3 __4 __5 __6 __7 __8 __9 __10
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Security
Are fire exits clearly marked?
Are there sprinklers, smoke alarms, in every room?
Does the hotel have an emergency plan?

Total cost
Estimated Expenses
Sleeping Room Expenses
Meeting Room Expenses
Food & Beverage Expenses
A/V & Other Equipment Expenses
Travel Expenses
Other Meeting Expenses
TOTAL ESTIMATED EXPENSES

$____________________
$____________________
$____________________
$____________________
$____________________
$____________________
$____________________

COMMENTS
________________________________________________________________
________________________________________________________________
________________________________________________________________
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________________________________________________________________
________________________________________________________________
________________________________________________________________

Created by GroupTravel.org
Are you looking to block hotel rooms and need group rates? Fill out our group booking request form and
have hotels email you their lowest group rates instantly. No more calling dozens of hotels. One form and
you have instant access to over 40,000 hotels. And its free.