Site Inspections for the Professional Meeting Planner

Reach Decisions More Quickly

The site inspection trip is one of the enjoyable responsibilities we have…if done correctly. At this point, we have sent out the detailed RFP, received and reviewed the proposals and now we are narrowing our choices of destinations and properties we want to consider. It is time to move forward to the site inspection trip.

The question we want to answer is: how do we execute a successful site inspection? The following are the key steps to take that will enable you to have a well-planned and effective site visit:

Step 1: Select the Destinations/Properties You Plan to Visit
You want the objectives of the meeting to guide your final decision. It is important to visit the destinations/facilities that offer the right products and services to meet the needs and budget of the event.

Step 2: Check the Schedules of all the Key Participants (planners/property/destination partners)
It is important to have all of the key players participate to ensure the desired outcome can be accomplished in one visit.
You may want to schedule an appointment with the CVB to learn more about the city you are visiting and how the CVB can assist your attendees and enhance your program.

If you are having offsite events or need destination services, you may want to meet with 2-3 select DMC companies to evaluate the one that matches your unique needs best.

Step 3:Prep the Hotels
Make sure the hotels have the necessary information that will enable them to put together an effective site inspection (this will be a good indication of the property and their level of service).

Cover page that highlights:

  • Summary of the organization, objective of the meeting, demographics of the group, etc.
  • Profiles of the site attendees so they know of any preferences or concerns (meals, amenities, etc.).
  • Client hot buttons so the hotels can address how their hotel may respond to certain requirements. Also be sure the hotel knows what you want to see in advance (i.e. regular room, upgraded room, suites, concierge lounge, meeting facilities, unique event space, exhibit halls, spa, pool area, and restaurant/bar).
    Be sure intended meeting space is at least partially open for you to walk through and visualize the meeting. The best scenario is if they can show you the exact rooms they are proposing in your desired sets to make sure the space can accommodate your needs.

Step 4: Put Together a Detailed Itinerary
Include the following items:
Detailed schedule with all the pertinent information such as flight information, arrival/departure times, transfers / transportation, hotel address, confirmation numbers, meal times/places, etc. Make sure to factor in travel time between the locations.

List all key company and hotel contacts. Be sure to include name, title, direct line, cell number and email address. Some hotels are very large, a detailed note of where you will be meeting that person could be important.
Plan to experience what your attendees will experience when they arrive at the destination/property (i.e. taxi or subway versus limos).

  • Schedule meals to experience the hotel’s food and beverage and service
  • Plan the time and activities around the hotels you have the strongest interest in
  • Experience the city by checking out local restaurants, entertainment and shopping.
  • Schedule downtime- you need to be able to keep up with things back at the office and at home. You also may want to set aside time to discuss what you are experiencing along the way.

Step 5: Have a Checklist and Feedback Format
Your checklist will assist you in comparing multiple destinations and properties. It allows for the decision-making factors and the weights to be tailored to a particular meeting’s priorities and needs. After doing site inspections and reviewing properties in detail, assign each property a number rating with an area for additional comments (if you want ideas for the checklist, I will be happy to share what I use if you email me at: doug.baarman@conferencedirect.com). We also suggest you take pictures during your visit so that you may refer back to them later when narrowing your decision.

Step 6: Enjoy the Trip
In addition to being a critical part of the decision process, it should also be enjoyable. You need to enjoy this time exploring and learning about new and exciting destinations/venues. If you have a positive experience, your attendees should also have a positive experience.

The desired outcome of the site inspection trip is for all of the key decision makers to have the information and knowledge needed to select the right destination and property to move forward into the contracting phase.

I hope as you pack for your next site inspection trip, these tips will help you feel more confident and help you reach a final decision more quickly.

Leave a Reply

Your email address will not be published. Required fields are marked *