Site Inspection Checklist

Site Inspection ChecklistPrepared by Jacqui Joseph-Biddle, NCTE Convention DirectorMeeting Date(s) including Day(s) ________________________________________________________Date(s) Flexible? ___Yes ___No If yes, alternative date(s) ______________________________________Day Pattern Flexible? ___Yes ___No If yes, alternative pattern _________________________________PROPERTYHotel 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 _____________________ DiamondsMobil Rating___________________________StarsAirport(s) & Distance from Hotel ___________________________________________________________Complimentary Transportation? ڤ Yes ڤ NoApproximate Taxi Fare? _________________________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/LocationLobby Condition/CleanlinessRestaurant(s) Condition/CleanlinessRestaurant(s) Décor__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10Restaurant(s) Menu Selection/PricingRestaurant(s) Food QualityPublic Restrooms Condition/CleanlinessPublic Restrooms ProximityAdequate SecurityAdequate Fire SafetyOverall Rating__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10SLEEPING ROOMSRack RateGroup RateSingle $__________Double $_________Suite $__________Single $__________Double $_________Suite $__________Complimentary Rooms ___________per_________ __Per Night __ CumulativePlus 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 ڤ Yes ڤ NoWork Space/Desk __ Yes __ No Dataport __ Yes __ No Sitting Area __ Yes __ NoRate the following: (1 poor – 5 average – 10 superior)Proximity to Meeting SpaceDécor__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10

Condition/CleanlinessGeneral AmenitiesBathroom Condition/CleanlinessBathroom AmenitiesOverall Rating__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10MEETING ROOMSSpace Available on requested dates ڤ Yes ڤ No Attach meeting schedule and space held.Room Rental Charge $__________________Set-Up Charge $_______________________Rate the following: (1 poor – 5 average – 10 superior)Proximity to Sleeping RoomsCondition/CleanlinessSoundproofingDécorLightingHeating/VentilationSound SystemElevators number/proximityPublic Telephones number/proximityRestroom cleanlinessRestroom proximityOverall Rating__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10FOOD & BEVERAGEApproximate Cost forContinental Breakfast $______________/personFull Breakfast $____________________/personLunch $__________________________/personDinner $__________________________/personCoffee $__________________________/person

Service Charge _____________%Guarantees needed by ____________daysTax _______________%Overset guarantee by __________________%Any special packages __________________________________________________________________AUDIO/VISUALIn-house audio/visual company __________________________________Esclusive ڤ Yes ڤ NoSlide projector $__________________Data projector $ __________________Overhead Projector $__________________________Screen $_____________________________________Labor rates $_____________________Union Rules ڤ Yes ڤ No If yes, what are the requirements ______________________________Rate the following: (1 poor – 5 average – 10 superior)Equipment availabilityEquipment conditionEquipment priceOverall Rating__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10__1 __2 __3 __4 __5 __6 __7 __8 __9 __10SERVICE & AMENITIESBusiness Center __Yes __ No Hours ________________________________Parking __Yes __ No Cost per day $__________________________Fitness Center __Yes __No Complimentary for guests __Yes __No If no, cost $___________Pool __Yes __No __Indoor __Outdoor__Other _______________________________________________________________________________Rate the following: (1 poor – 5 average – 10 superior)Overall Rating__1 __2 __3 __4 __5 __6 __7 __8 __9 __10FACILITY POLICIESCancellation Penalty by date _____________________$_______________________Attrition Penalty by date ________________________and _____________________%Deposit by date ________________________________$_______________________

ESTIMATED EXPENSES OF MEETING FOR THIS SITESleeping Room ExpensesMeeting Room ExpensesFood & Beverage Expenses$____________________$____________________$____________________A/V & Other Equipment Expenses $____________________Travel ExpensesOther Meeting ExpensesTOTAL ESTIMATED EXPENSES$____________________$____________________$____________________NOTESConference 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