When visiting the site, please check the following:
Guest Rooms
View room and observe if clean and attractive
Verify cost of room (same price single or double?)
Meeting Rooms
View spaces for each of following
Discuss set-up – is there any problem with below?
Thursday
Classroom set-up for workshop – 30 people
Conference room set-up for SCA Board meeting - 10 people in a.m.; 35 in p.m.
Space (outside or inside) for Opening Reception - 200-250 people
Registration in lobby area - flow
Friday
Registration in lobby area – flow
Exhibits in lobby area or in a room – flow
Theater set-up for Keynote Address – 250-300 people
Coffee Break in lobby – 200 people
3 Break Out Sessions in a.m. (classroom or theater set-up?) – 75-100 people
Awards Lunch (round tables) – 200-250 people (can also take place on Saturday, depending on speaker availability, site characteristics, etc.)
Theater set-up for Members Meeting – 75-100 people
Coffee Break in lobby – 200 people
3 Break Out Sessions in p.m. (classroom or theater set-up?) –75-100 people
Saturday
Registration/Exhibits in lobby area – flow
3 Break Out Sessions (classroom or theater set-up?) – 75-100 people
Coffee Break in lobby – 100-125 people
3 Break Out Sessions (classrooms or theater set-up?) – 75-100 people
Awards Lunch (round tables) – 200-250 people (can also take place on Friday, depending on speaker availability, site characteristics, etc.)
SCA Board Meeting (conference set-up) – 10 people
Verify the conditions under which space (meeting rooms, reception/lunch rooms, registration/exhibit/break areas, etc.) is complimentary. If we don’t meet the conditions, what is the cost?
Audio-Visual
What equipment can they provide?
projectors
screens
podiums
microphones
other
Internet access
What do they charge for the rental of each piece of equipment?
projectors
screens
podiums
microphones
other
Internet access
Can we bring our own equipment without a fee from the hotel?
Meals
View space for luncheon banquet and reception.
Do the meals appear like they would be tasty and somewhat reasonable in price?
Is there a vegetarian option for meals?
Discuss pricing for:
Reception food and drink (no-host bar)
Luncheon banquet
Morning break (Danish and coffee/tea)
Afternoon break (Cookies/brownies and Coffee/tea/sodas)
Parking
What is cost of parking for meeting attendees who are not hotel guests?
What is cost of parking for hotel guests (each 24 hour period)?
Do hotel guests have in-and-out parking privileges?
General
Is hotel pleasant, clean, and attractive?
Does it appear that the sales and banquet staff will be easy to work with?
Will our group be assigned someone to work with and go to with problems/needs during the meeting?
Are the hotel surroundings attractive and interesting?
Are dining, shopping, and entertainment facilities
Within walking distance?
Within easy driving distance?
List some major examples
Is there a complimentary airport shuttle?
During what hours of each 24 hour period does shuttle operate?
List airport(s) for which shuttle is complimentary:
Is there a complimentary shuttle to other nearby attractions (shopping, entertainment)?
During what hours of each 24 hour period does shuttle operate?
List attractions for which shuttle is complimentary
Insurance
Rate this hotel
Do you think this hotel would be a good place for the AGM?