Published 24 Aug 2022
What is a Hotel Site Inspection Checklist?
A hotel site inspection checklist is a tool used to thoroughly assess a hotel or a site to determine if it is ideal for an event. Also called a hotel inspection checklist, it serves as a guide for event planners when considering the advantages, limitations, and minute details of a site before deciding if it is going to be the perfect venue for an event.
Event planners can use this Hotel Site Inspection Checklist to record details regarding the selection of a venue for a specific event. Include details such as the dates of meetings, contact number of planner(s), distance of the closest airport to the hotel, number of available rooms and lounges, and ratings for the amenities that may be used for the event and leisure activities.
You can download this hotel inspection checklist as PDF but we do encourage you to use the digital checklist on the iAuditor mobile app to reap the full benefits of conducting hotel site inspections using a powerful inspection software.
In this article we will discuss the following:
- How to conduct a hotel site inspection
- Considerations for choosing a venue for an event or conference
- Tips for site inspection of hotels
- Powerful tool for hotel site inspections
- Free hotel site inspection checklists you can download and use right away
Conducting a hotel site inspection is an essential part of any event. While the internet makes it easier nowadays to choose a venue, seeing it in-person is still the best way to check its suitability for your event or conference. There are things that you would only know when you have conducted an actual hotel site inspection. Conducting an actual inspection site will help you check things like parking convenience, accessibility, meeting space, and quality of food and service.
So what exactly should you be looking for when doing a hotel site inspection? How do you choose a hotel for your event? It basically depends on your event requirements and expectations. Research should already be done before conducting a hotel site inspection. You should also have an idea of whether or not it will meet your criteria.
- Is the hotel available on your preferred date?
- Will your budget be sufficient for the location you desire?
- Is the hotel location accessible enough for your attendees?
- What other groups/companies are holding their own meetings/events at the hotel during your scheduled event?
- What are the amenities?
- Is there a scheduled refurbishment/renovation work during the time of booking? How will this impact your event?
If you are considering more than one venue, it is best to schedule your site inspection appointments as close together as possible, so you can compare the venues better.
- Be the guest
Putting yourself in the shoes of your guests will help you make a better judgment. Think like your attendees. This means you have to experience what the attendees will be experiencing if you hold the event in that particular hotel. Pay attention to details as you arrive at the hotel, during the site inspection, and as you are leaving. Check the hotel map, sample the food, walk the halls, sit in the lobby, get a feel of the venue.
- Organize your visit
List the people you have to meet during your visit (sales manager, office manager, head of housekeeping, the chef, convention services manager, etc.). How much time do you need to spend during the inspection? What are your priorities for the inspection? Schedule your site visit in advance to make sure that the persons you need to meet are available. You may seek the assistance of a Destination Marketing Organization (DMO), which is also known as Convention Visitors Bureau (CVB) if you are considering several hotels.
- Don’t forget to document everything
With so much information that you need to check during the inspection, make sure you do not miss anything. Take as many photos and videos as possible.
- Do your research
Check for reviews and feedback from previous guests. Find out about any challenges other guests experienced during their stay. Ask about their experiences, whether good or bad. Ask for recommendations. However, remember that online reviews are not enough. A physical site inspection is still the best way to check the venue before making a decision.
- Be clear about the objectives of your site inspection
You will ask the right questions when you know what you’re looking for. Don’t ask questions that can easily be answered by looking at the hotel’s website. Do they have enough guest rooms for everyone? What are their group rates? Are the rates reasonable? Check the hotel’s cleanliness, how the staff treat guests, the hotel’s flexibility with the needs of the event/conference you are organizing, safety and security, hidden charges and other fees.
- Give attention to details
From the public areas, the guest rooms, kitchen, restrooms, to the actual meeting room and lobby – carefully observe everything going on around you. The condition and size of the actual venue/meeting room are some of the most important things to check during your visit. Is it clean? How’s the air-conditioning and lighting facilities? Do they have enough facilities for your event’s needs? What about sound-proofing? How’s the Wi-Fi service? Is the AV equipment working? What are their drink packages? How many serving staff will assist you during the actual event? Sample the meals they serve. Meet with the chef so you can ask about food sanitation and how they cater to requests for Halal, Kosher, vegetarian, etc. If the event requires overnight accommodation, check the room locations, room service, sanitation, furniture, safety and security and other considerations. Don’t forget to check the lounges or bar areas of the hotel too.
- Use a good hotel site inspection checklist
A hotel site inspection checklist can serve as a guide on evaluating hotels and venues. Using a checklist can help planners keep track of the details needed to make a decision. Ensure that checklists checks off the following crucial areas:
- Security – Do they have surveillance cameras set up? What protocols do they have for lost or stolen hotel keys? Are room locks in place to protect guests?
- Safety – Do they have fire safety protocols in place? Are operational equipment regularly maintained and up to code?
- Quality – How is the hotel’s level of service?
- Housekeeping – How is housekeeping maintained for the rooms? How often does housekeeping conduct room checks?
Eliminate the hassle of conducting inspections using the traditional pen-and-paper system. Use a reliable checklist and site inspection app like iAuditor by SafetyCulture, which not only promotes efficient inspections but also allows automatic backup of your data for easy retrieval when you review and submit reports later. By using your device’s camera, you can take pictures so you don’t miss the minute but important details of your site inspections. You can easily create your own templates or utilize a variety of ready-to-use site inspection templates from the public library free of charge. With iAuditor you can:
- Build digital templates in minutes
- Easily perform and record hotel site inspections using a mobile or tablet device
- Capture and attach photos of hotel/venue being audited
- Produce comprehensive reports instantly share them across multiple recipients
- Automatically store a secure record of every inspection conducted
Featured Hotel Site Inspection Checklists
This Venue Inspection Checklist can be used by event planners to ensure that a prospective venue adheres to accepted safety protocols. Check if evacuation plans are displayed, fire extinguishers are available, and entry, stairways, and egress points are clear of obstructions.
Use this hotel review criteria checklist in iAuditor to review the following aspects of a specific hotel:
- Fire systems compliance
- Emergency exits
- Emergency plans
- Electrical safety
- Cool rooms/cellars
- Hazardous chemicals
- Plant and equipment
- First aid
- Shelving and storage
- Side accommodation
By using this overall hotel inspection site template in iAuditor, you can do the following:
- Check hotel safety plans by answering yes, no, or N/A
- Assess safety training and input additional comments
- Evaluate laundry department, engineering, banquets, pool/spa/fitness, kitchen, and the CCTV system
- Attach media-based evidence such as photos and videos
This inspection checklist from Air New Zealand can be utilized to assess various areas of hotels, comprehensively. Aside from the location, users can also inspect hotel facilities such as the lobby/reception area, rooms, windows/balconies, bathrooms, gym, pool, spa, and sauna. This template can also evaluate aspects such as room safety, fire safety lift safety, property security, and services, among others.
This hotel inspection checklist provides site inspectors an opportunity to assess hotels in detail with very specific queries. This ready-to-use template enumerates hotel facilities and areas that need consistent attention such as safety plans, room inspection, laundry department, engineering, banquets, pool/spa/fitness, kitchen, CCTV system, and lobby inspection. Use this in iAuditor to add media evidence, digital signatures, and corrective actions directly during inspections.
Hotel site inspectors, security managers, and safety officers can use this health and safety audit checklist to indicate if various aspects of the hotel meet the criteria for health and safety. This includes inspecting the following:
- Health and safety documentation
- Operative health and safety training
- Risk assessment/hazard spotting
- Accident reporting
- First aid
- Fire procedure
- Control of Substances Hazardous to Health (COSHH)