Site Inspection ChecklistPrepared by Jacqui Joseph-Biddle, NCTE Convention Director

Meeting Date(s) including Day(s) ________________________________________________________

Date(s) Flexible? ___Yes ___No If yes, alternative date(s) ______________________________________

Day Pattern Flexible? ___Yes ___No If yes, alternative pattern _________________________________

PROPERTY

Hotel Name ___________________________________________________________________________

Hotel Address _________________________________________________________________________

City ________________________________ State ________________ Zip _________________________

Phone (______)_______________________ Fax (_______)______________________________________

Sales Contact Name/Title _________________________________________________________________

Contact’s Direct Phone (______)_______________________Fax (______)__________________________

e-mail address ____________________________________________________

Hotel Website Address ___________________________________________________________________

AAA Rating _____________________ Diamonds Mobil Rating___________________________Stars

Airport(s) & Distance from Hotel ___________________________________________________________

Complimentary Transportation? _________________________ ?No Approximate Taxi Fare ڤ Yes ڤ

Number of Hotel Sleeping Rooms—Total ____________________Plus Suites _______________________

Rooms with King Beds _________________2 Double Beds _______________Twin Beds _____________

% Non-Smoking Rooms _____________________

Number of Restaurants ______________________Number of Lounges_____________________________

Construction Planned ____Yes ___No If yes, what and when? _________________________________

ADA Compliant ___Yes ___No If no, why not? _____________________________________________

Rate the following: (1 poor – 5 average – 10 superior)

Lobby Décor __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

Restaurant(s) Condition/Cleanliness __1 __2 __3 __4 __5 __6 __7 __8 __9 __10

Restaurant(s) Décor __1 __2 __3 __4 __5 __6 __7 __8 __9 __10

Restaurant(s) Menu Selection/Pricing __1 __2 __3 __4 __5 __6 __7 __8 __9 __10

Restaurant(s) 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

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 No ڤ Yes ڤ

Work Space/Desk __ Yes __ No Dataport __ Yes __ No Sitting Area __ Yes __ No

Rate the following: (1 poor – 5 average – 10 superior)

Proximity to Meeting Space __1 __2 __3 __4 __5 __6 __7 __8 __9 __10

Décor __1 __2 __3 __4 __5 __6 __7 __8 __9 __10

Condition/Cleanliness __1 __2 __3 __4 __5 __6 __7 __8 __9 __10

General Amenities __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

MEETING ROOMS

Space Available on requested dates No Attach ڤ Yes ڤ meeting schedule and space held.

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

Décor __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

Elevators number/proximity __1 __2 __3 __4 __5 __6 __7 __8 __9 __10

Public Telephones number/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

FOOD & BEVERAGE

Approximate Cost for Continental Breakfast $______________/person

Full Breakfast $____________________/person

Lunch $__________________________/person

Dinner $__________________________/person

Coffee $__________________________/person

Service Charge _____________% Tax _______________%

Guarantees needed by ____________days Overset guarantee by __________________%

Any special packages __________________________________________________________________

AUDIO/VISUAL

In-house audio/visual company __________________________________Esclusive No ڤ Yes ڤ

Slide projector $__________________ Overhead Projector $__________________________

Data projector $ __________________ Screen $_____________________________________

Labor rates $_____________________

Union Rules No If yes, what ڤ Yes ڤ are the requirements ______________________________

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

SERVICE & AMENITIES

Business Center __Yes __ No Hours ________________________________

Parking __Yes __ No Cost per day $__________________________

Fitness Center __Yes __No Complimentary for guests __Yes __No If no, cost $___________

Pool __Yes __No __Indoor __Outdoor

__Other _______________________________________________________________________________

Rate the following: (1 poor – 5 average – 10 superior)

Overall Rating __1 __2 __3 __4 __5 __6 __7 __8 __9 __10

FACILITY POLICIES

Cancellation Penalty by date _____________________$_______________________

Attrition Penalty by date ________________________and _____________________%

Deposit by date ________________________________$_______________________

ESTIMATED EXPENSES OF MEETING FOR THIS SITE

Sleeping Room Expenses $____________________

Meeting Room Expenses $____________________

Food & Beverage Expenses $____________________

A/V & Other Equipment Expenses $____________________

Travel Expenses $____________________

Other Meeting Expenses $____________________

TOTAL ESTIMATED EXPENSES $____________________

NOTES

Conference Site Inspection ChecklistDivision Director, Communications & Affiliate ServicesNCTE, 1111 W. Kenyon Road, Urbana, IL 61801-1096800-369-6283, ext. 3634; affsec@ncte.orgfax: 217-278-3761