Hotel Virtual Site Inspection Checklist | Print & Save

Prepare the program first

Use the checklist against one event rather than the whole hotel. Write down dates, attendance, room-block pattern, setup needs, meals, breakouts and production requirements. Share those requirements with the salesperson before the review.

Check a box when you have reviewed the item. A checked box means the subject was reviewed, not that the hotel has approved the plan or held the inventory. Record open questions separately.

You can print this page or save it as a PDF through your browser. The checklist is usable without creating an account.

Arrival and guest stay

Arrival and guestrooms Identify the proposed arrival point, group check-in approach and transportation questions. Review the room types relevant to your program; confirm the actual room mix and availability with sales. Locate the route between guestrooms and event floors, including floor changes. Ask about accessible routes and the specific accommodations your attendees require. Review meal, amenity and guest-service locations that matter to the group.

Room-type imagery helps explain the product. It does not confirm a room block, rate, accessibility feature or availability. Ask the hotel to confirm those details for your dates.

Meeting rooms, setups and flow

Meeting and event spaces Match the media, floorplan and capacity information to the same named room or ballroom section. Review usable dimensions, shape, columns, ceiling features, natural light and door locations. Confirm the proposed setup and the space needed for stage, screens, production and service. Locate registration, pre-function, breakouts, restrooms and the reception in relation to the general session. Ask about airwall separation, competing functions and noise considerations. Review the movement between simultaneous sessions and ask what route attendees should use.

A published capacity is a starting point. Ask for a proposed layout and confirm that the program fits after production, aisles and operating requirements are included. See the meeting-room capacity guide for the questions to ask.

AV, production and load-in

Production and logistics Identify the AV provider, equipment assumptions, required services and approval process. Ask what internet performance and support the program requires; confirm the proposal with the provider. Review the loading path, dock access, freight lift and door-clearance questions. Confirm delivery, storage, labor, security and access-time requirements with the hotel. Ask who reviews power, rigging and any suspended production elements. Record weather backup and contingency questions for outdoor functions.

Use the visual review to identify logistics questions. Ask the hotel and qualified production professionals to confirm technical requirements for your actual equipment and layout.

Documents and next steps

Close the review Collect the current floorplans, relevant packages, menus and planning documents. Separate confirmed information from proposed or unanswered items. Assign a hotel or planner owner to each outstanding question. Share the relevant property experience with internal decision-makers. Agree on the scope of any guided review or physical site visit. Record the date of the next response and the commercial proposal you are evaluating.

Examples of unresolved site-inspection questions
Question still open	Who will answer?	Evidence needed
Does the proposed production layout fit?	Hotel and production lead	Reviewed event layout
Are the requested spaces available together?	Hotel sales	Date-specific availability confirmation
Does the room-block mix work?	Hotel sales and planner	Confirmed room-type and stay-pattern proposal
Can the delivery schedule be supported?	Hotel event/operations lead	Agreed logistics plan

Using a FOH Visual Deal Room

If the hotel shares a FOH Visual Deal Room, review the selected spaces and collateral, compare relevant spaces in Plan mode and save a shortlist where available. Send a space-aware inquiry when you need clarification.

Your shortlist communicates a preference. It does not reserve space. Confirm dates, availability, pricing and the final plan with the hotel’s sales team.

Record the decision and open questions

Finish with three short lists: what you understand, what needs a written venue answer and what needs a physical or specialist review. Give each unresolved item an owner and a response milestone.

Carry the evidence into the venue comparison scorecard. If the program is still changing, update the group RFP worksheet before comparing new recommendations.

Common questions

Does this checklist approve the event plan?

No. It records subjects to review and questions to resolve. The hotel and relevant professionals must confirm the proposed program and operating requirements.

What should I inspect in person?

Prioritize unresolved condition, acoustics, service, accessibility and complex logistics questions. Agree on the agenda with the hotel before traveling.

Can I use this for a physical site visit?

Yes. The same program questions are useful in person, with additional opportunities to verify the experience and discuss operations directly.

About this guide

Prepared by FOH Digital. Working examples are illustrative. Product descriptions reflect the reviewed scope; external sources are linked below.

FOH Visual product overview