Doing your first site inspection can be tricky! Listed below are some tips I look for when I do site inspections and hotel negotiations!
12 Site Inspection and Hotel Negotiating Tips
- First of all, ask tons of questions! It’s easier to ask when you are there, then to track down someone later. Consider bringing a camera, camcorder (I love my flip!) and if you are really ambitious, a voice recorder.
- How can you access the property? Often forgotten, transportation to the property can be the make or break a program or vacation. Can you get there via beautiful gondola ride? Or does it require 45 minutes of stop and go traffic from the airport? Also, does the hotel offer any transportation to and from the airport – and at what cost?
- What is your first impression? Is the lobby spacious, staff friendly and front desk adequately staffed? How long did it take you to check-in and get to your room (with luggage)? Can you have a private check-in area? Where can you place your hospitality desk? Does the hospitality desk have complimentary dial out phones for local calls and internet service?
- Rooms. This is a big one. Always ask to see all types of rooms offered at the property so you can speak with authority to your client. Even though you may not be staying in the presidential suite, it’s good to include in a review all room types. Be sure to note what kind of shape the hallways and in-room furniture is in. Maintenance throughout the property is critical!
- Also, views can vary a lot – does one half of the hotel have a view of the parking lot? Details matter! If the desk is too small for your laptop, or if there aren’t enough electric outlets, it frustrating for you or guests to do office work.
- It’s also a good idea to check the number of connecting and adjacent rooms if you are planning a family program. Parents want easy access to check on their kids!
- Finally, when you are negotiating with the property, be sure to ask what type and approximate how many of each type in your room block if you are doing run of ocean or run of house. Don’t miss this opportunity to include these specifics in your hotel contract! If you don’t document the room block, you may risk not getting what you paid for!
- Amenities. I love hotel amenities; it’s one of my favorite things about staying away from home. I always take note if I really think they did something special like an in-room espresso maker, in-room internet capabilities or fancy L’Occitane bath products. I’m always disappointed when I don’t find a bath scale!
- Meeting Space. If you are a solo or family traveler, you might not care about the hotel meeting space, but someone reading your review might. At least get the basics, like how many people can it accommodate, and whether it has up-to-date technology.
- Natural lighting is a plus - I also like it if meeting space has natural light – not buried in a basement somewhere. Be sure to check the ceiling height if your are planning to have AV as part of your event or meeting.
- Ask to meet with the on-site AV staff – If you are planning a meeting, be sure to send your specs in advance of your site inspection and be sure to meet the individual who will be handling your AV needs so you can walk him or her through the AV program.
- Negotiate AV discounts upfront - Ask to meet the in-house AV team and get to know their capabilities . Ask the hotel if they offer AV discounts for group events as well as flip charts and markers! These items can really add up!
- Restaurants. Does the hotel have enough restaurants for the size of the property? Is the food good and staff attentive? I also like order room service at various times to see how the service and food is. Cold food that should be hot is a turn off!
- What is the area like? The old adage of location, location, location is true. I love to walk wherever I go, so being close to entertainment venues, shopping, and restaurants is important. Also, feeling safe in the area, even at night and a little lost is just as important. Also, be sure to ask if the hotel has a complimentary shuttle bus to take guests to town or to a local golf course!
- What makes the hotel special? Is it a historical site, or does it offer swimming with dolphins? Even features like an on-call doctor or shopping onsite are nice to note. The general ambiance is also important, is the property family-friendly, or is the valet full of Bentleys? How many stars does it have from AAA or Mobil? How many flames from Conde Nast?
- Competitive groups in-house – Do your competitive research upfront! Be sure to ask whether any other groups will be in-house over your group dates. Be sure to ask the hotel what industry’s these groups represent. The last thing you want are two automotive companies staying at the property at the same time.
- Complimentary activities – Be sure to document exactly what activities are complimentary on property. Find out whether there in a resort fee. If so, ask if the resort fee is per person or per room and whether it is taxable. This will spare you any embarrassing surprises on check-out day!
- "Be Not Afraid" when you negotiate. If you haven’t finalized the contract, negotiating on site when you are with the major players (sales and convention services) might be the right answer for you! Often, it’s easier to get what you want when you meet face-to-face! A motto I live by . . . “Be not afraid” when you negotiate. . . if you don’t ask, you can’t receive!
