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Event Planning: How To Inspect A Hotel Meeting Space, Part 1

When California limousine service CLI Worldwide Transportation works with meeting and event planners, we consider them partners, not just clients using our sedan services or limo services. We admire their ability to handle complex logistics and successfully pull-off events that have a lot of moving parts. We love challenges and are happy to be part of the conference and meeting puzzle.

Before planning a conference,  it’s important to inspect the meeting space where the conference and meeting will take place. A professional event planner will make sure to cover all the bases when planning an event because it’s important to pull it off without a hitch. Here are some things to look for and questions to ask (the following advice was found on Meetings & Conventions Magazine, who adapted it from Le Meridien Hotels & Resorts).

Location
How close to the airport is the hotel meeting space?

Is the hotel near a major subway or bus line?

Does the convention meeting property offer shuttle service?

What type of shopping, recreational facilities and restaurants are on-site at the meeting and convention or nearby the meeting space?

Meeting and conference facility
Are the doormen and reception desk friendly and efficient?

Is the lobby attractive and clean?

Is it easy to find the registration desk?

Is there enough staff to handle busy check-in and checkout times for large groups?

Is there a separate group check-in area?

What is the availability of services such as an ATM, gift shop, concierge, etc. at the meeting space?

Are guest rooms comfortable, clean, with furniture in good condition?

Are bathroom fixtures modern? Do rooms offer adequate lighting, closet room and hangers?

Do guest rooms at the hotel meeting space have Internet access? What is the cost, if any?

Are there smoke detectors in rooms? Is fire-exit information posted? Are emergency exits clearly marked?

Do all rooms meet the current requirements of the Americans with Disabilities Act?

What are the room categories and how many are available in each category?

Will rooms be available to accommodate early arrivals and late departures?

What are check-in and checkout times?

What are the guarantee and deposit rules?

What is the cut-off date for a room block?

What is the refund policy for cancellations?

Are any renovations planned? Will the work interfere with your meeting and conference?

Does the property have a fitness club otr a spa? What are the hours? Is there a fee for using? Are group rates available?

What are the telephone charges?

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