Exhibition Venue Inspection Checklist

The Exhibition Venue Inspection Checklist helps you conduct a comprehensive inspection of your buildings, public spaces, guest rooms, and more.

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Exhibition Venue Inspection Checklist



HOT ISSUES

1. Are there available dates for booking?


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2. When is the deposit due, and what is the amount?


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3. Is there a cancellation clause?


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4. Is there an attrition clause in the agreement?


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5. Is there a guarantee provided for rates/space?


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6. Is there a guarantee on menu pricing?


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7. What is the Mobile/AAA rating of the venue?


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BUILDING AND GROUNDS

1. What are the doorman duty hours?


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CHECK AT SITE INSPECTION

1. Is the neighborhood checked?


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2. Is the building’s appearance checked?


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3. Is the Porte-cochere/entry appearance checked?


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4. Is the driveway maintenance checked?


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5. Is the landscaping checked?


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6. Is the door cleanliness checked?


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7. Is the lack of clutter in the entry area checked?


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8. Are entry obstructions checked?


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9. Is the doorman's appearance/attitude checked?


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PUBLIC SPACES

1. Are there general specifications for the public spaces?


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2. Are the public spaces ADA-compliant?


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3. Are there designated non-smoking areas?


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4. Was the last renovation done?


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CHECK AT SITE INSPECTION

1. Are the size/spaciousness checked?


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2. Are appointments checked?


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3. Is the noise level checked?


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4. Is the cleanliness checked?


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5. Is the lighting checked?


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6. Is the maintenance checked?


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7. Is the seating checked?


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8. Is the reader board easily visible?


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9. Is the hallway lighting, cleanliness, and noise checked?


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10. Are the elevators checked for their numbers, cleanliness, and speed?


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11. Are the room numbers/names easily visible?


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REGISTRATION

1. Is express check-in available?


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2. Is express check-out available?


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3. Is there a bell staff for luggage service?


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CHECK AT SITE INSPECTION

1. Are the desk-staff appearance, uniforms, and badges checked?


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2. Is attentiveness observed?


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3. Is the ability to direct visitors to functions present?


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4. Is the organization checked?


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5. Is the lighting checked?


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6. Is the noise level checked?


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7. Is the wait time to register checked?


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8. Are the bell-staff appearance, uniforms, and badges checked?


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9. Is the wait time for baggage delivery checked?


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10. Is the helpfulness of the bell staff checked?


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11. Are negotiables checked?


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12. Is the staffing at the registration desk checked?


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13. Is pre-registration from the housing list checked?


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14. Are early arrivals accommodated?


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15. Are late check-outs accommodated?


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16. Are guarantees provided for check-ins past 6 p.m.?


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17. Is there a guarantee against "no walks" for guests?


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18. Is customized master billing available for guest rooms?


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19. Are early check-out penalties waived for guests?


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GUEST ROOMS

1. Is there an ADA-compliance number or percentage of rooms?


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2. What is the number or percentage of non-smoking rooms?


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3. How many rooms of each type (TW, DD, Q, K) are available?


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4. How many suites are there?


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5. Is climate control available?


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6. Are there security-programmed room keys?


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7. When was the last refurbishment of the guest rooms?


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8. When were new mattresses last purchased for the guest rooms?


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9. Are smoke alarms and sprinklers installed in the guest rooms?


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10. Is there a posted fire/emergency plan for the guest rooms?


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11. What amenities are provided in the guest rooms?


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12. Are there in-room teleportation services available?


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13. What are the local/long-distance charges for phone services in the guest rooms?


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14. Are telephone books available in the guest rooms?


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15. Are memo pads and pens provided in the guest rooms?


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16. Are stationery/postcards available for guests in the rooms?


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17. What is the schedule for room service in the guest rooms?


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18. Are local-area guides provided for guest reference?


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19. Is there a guest-service directory available in the rooms?


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20. Is a remote control provided for the TV in the guest rooms?


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21. Are there ice machines available for guest use?


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22. Are soda/snack machines available for guests?


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23. Is a bottle opener provided in the guest rooms?


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24. Are refrigerators available in the guest rooms?


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25. Is an in-room mini-bar provided for guests?


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26. Is a complimentary daily paper provided for guests?


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27. Are there fireplaces in the guest rooms?


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28. Do the guest rooms have a balcony/porch?


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29. Are there windows open or sliding doors available in the guest rooms?


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30. What views are available from the guest rooms?


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31. How many direct-dial phones are in the guest rooms?


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32. Is there a voice mail/message service/light in the guest rooms?


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33. Are clock radios available in the guest rooms?


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34. Is cable TV provided in the guest rooms?


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35. Are movies on demand available for guests?


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36. Are video games on demand available in the guest rooms?


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37. Is there an option for parental blocking of TV content?


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38. Are VCRs/video tape rentals available for guests?


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39. Is a coffee maker provided in the guest rooms?


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40. Are hair dryers available in the guest rooms?


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41. Are iron/ironing boards available for guest use?


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42. Are make-up mirrors provided in the guest rooms?


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43. What toiletries are available in the guest rooms?


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44. Are shoe buffers provided for guests?


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45. Are bathrobes available for guests in the rooms?


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46. Is same-day/overnight laundry service available for guests?


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47. Are cribs, playpens, etc. available upon request?


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48. Is turn-down service offered for guests?


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49. Is there a concierge level available for guests?


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50. Are in-room safes provided, and what is the cost?


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CHECK AT SITE INSPECTION

1. Are the size/spaciousness checked?


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2. Is the appointments/decor checked?


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3. Is the soundproofing checked?


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4. Is overall cleanliness checked?


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5. Is the condition of the carpet checked?


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6. Is the condition of the upholstered items checked?


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7. Is the condition of wood/Formica/marble items checked?


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8. Are odors checked?


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9. Is the security hardware on the doors checked?


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10. Is the convenience of light switches at entry checked?


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11. Is the adequacy of lighting checked?


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12. Are there black-out drapes for sleeping checked?


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13. Are there translucent drapes for daytime checked?


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14. Is there a comfortable sitting area?


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15. Is there a comfortable business desk?


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16. Are there guest comment cards?


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17. Are extra pillows/blankets available?


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18. Is a third-sheet bed make-up provided?


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19. Are there easy-to-use hangers?


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20. Are there laundry bags available in the closets?


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21. Is there good water pressure in the bathrooms?


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22. Do the sink and tub stoppers work?


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23. Is all plumbing easy to operate?


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24. Is the toilet quiet during operation?


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25. Is glassware bare or covered?


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26. Is plastic or glassware provided?


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27. Is an ice bucket available?


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28. Is there a generous supply of towels and mats?


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29. Are there any negotiable aspects?


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30. Is the published (“rack”) rate checked?


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31. Is the bed tax checked?


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32. Is the proposed room rate for commercial/non-commercial guests checked?


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33. Are VIP upgrades checked?


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34. Are VIP amenities checked?


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35. Are the room-rate window dates checked?


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36. Is the staff room discount checked?


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37. Are complimentary rooms checked?


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38. Is the RSVP cut-off date specified?


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39. Is complimentary a.m. breakfast offered?


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40. Are complimentary cocktails/tea provided?


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41. Are complimentary welcome baskets available?


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TRAVEL TO/FROM

1. What is the distance from the airport?


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2. Is there convenient freeway accessibility?


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3. What is the cost of a non-property shuttle?


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4. How many on-property parking spaces are available?


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5. Are there negotiables available?


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6. Is there a free airport shuttle?


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7. Are there parking fees?


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8. Is there valet parking available?


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9. Is valet parking complimentary?


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FUNCTION ROOMS-GENERAL

1. When was the last renovation of the function rooms?


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2. Are the function rooms ADA-accessible?


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3. Who else is in-house?


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4. Is there proper directional signage/program signage in the function rooms?


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5. Is there outdoor space?


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6. Are there any negotiables?


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7. Is there a meeting cost/waiver?


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8. Are there amenities in meeting rooms?


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9. What are the room set-up fees?


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10. What is the room change or turnover fees?


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11. What are the electrical use fees?


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12. What are the microphone feed fees?


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13. What are the secured (locked) storage fees?


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14. Is there a complimentary staff office space?


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15. Is there a setup/rehearsal use?


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16. Is there a 24-exclusive space?


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AUDIO VISUAL

1. Is there a range of equipment?


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2. Are there built-in audio systems?


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3. Is there built-in video/video conferencing?


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4. Are there built-in projection systems?


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5. Is there a satellite down-link?


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6. Is there multimedia equipment on-site?


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7. Is there a stage/curtain available?


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8. Are there any negotiables?


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9. Is there a choice of AV companies?


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10. Are there setup charges?


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11. Are there teardown charges?


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12. Is inclusion in meeting-room rental available?


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EXHIBIT SPACE

1. Is there proximity to breakout/function areas?


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2. Is the exhibit space ADA-accessible?


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3. What is the total square footage of the exhibit space?


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4. What is the floor load?


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5. What are the ceiling heights?


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6. Are there restrooms/telephones?


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7. Are there any limitations on products, fuel, etc.?


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8. Are there any union issues or regulations?


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CHECK AT SITE INSPECTION

1. Were there any obstructions (such as pillars) affecting the show?


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2. Are access streets/signage checked?


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3. Are access docks/doorways/signage checked?


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4. Where should security be located?


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5. Is utility access (power/water/gas) checked?


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6. Is the overall maintenance/cleanliness checked?


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7. Are there any negotiable aspects?


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8. Is the rate determined?


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9. Are the deposit requirements specified?


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10. Are the cancellation clauses defined?


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11. Are the insurance requirements outlined?


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12. Are the labor requirements established (if non-union)?


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13. Is additional on-street and interior signage considered?


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14. Are maps of access to docks provided?


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FOOD/BEVERAGE

1. What is the range of costs for continental breakfast options?


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2. What are the plated breakfast costs?


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3. What is the CDT price per gallon?


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4. What is the juice price per liter?


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5. How many bakery items are provided per dozen in the morning?


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6. What are the costs for morning break packages within the specified range?


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7. What is the range for AM break package costs?


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8. What is the range for PM break package costs?


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9. Are all-day break packages available?


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10. What is the range of plated luncheon costs?


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11. What is the range of buffet luncheon costs?


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12. What is the range for per-gallon beverage costs?


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13. What are the prices per bottle for soda, juice, and mineral water?


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14. What is the range of plate dinner costs?


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15. What is the range of buffet dinner costs?


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16. What is the range for hors d'oeuvres per 100 guests?


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17. What is the range of package reception costs?


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18. Are there corkage charges?


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19. Is there a service charge?


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20. Is there a sales charge?


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21. Are there any negotiables?


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22. Is there an inclusive per-food & beverage package?


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23. Are there centerpieces/decorations?


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24. What is the number of servers/tables seated?


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25. Is there a discount for early payment?


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RECREATION/GUEST SERVICES

1. Is there a 24-hour switchboard service available?


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2. Is a wake-up service provided?


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3. Is a concierge available?


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4. Are there restaurants on-site?


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5. Are there on-site shops?


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6. Is there a lobby bar?


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7. Is there a swimming pool?


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8. Is there a hot tub/spa available?


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9. Is there a fitness center available?


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10. Is there a beauty/barber shop?


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11. Are massage services available?


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12. Are jogging/walking areas available?


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13. Is there a golf course available?


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14. Are other sports facilities available?


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15. Is there a physician on call?


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16. Is there a tour desk?


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17. Is there an on-site car rental service?


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18. Is there a gambling facility available?


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19. Is a child-care program available?


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20. Is there a shopping shuttle available?


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21. Are game arcades available?


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22. Is there coin-op laundry nearby?


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23. Are airline counters available?


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24. Are there other recreational amenities available?


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25. Are there nearby attractions available?


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SECURITY

1. Is there security in the local area?


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2. Is safety information available in the hotel reservation area?


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3. Is luggage storage (in/out) available?


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4. Are window and sliding door locks available?


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5. Are there front-desk security procedures?


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6. Are there safety procedures for phone operators?


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7. Are in-room or hotel safes available?


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8. Is there corridor lighting?


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9. Are parking area lights/security available?


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SUPPORT SERVICES

1. Are business services available?


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2. Are there computers and printers available?


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3. Are copy and fax facilities available?


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4. Is there internet access available?


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5. Are FedEx/UPS pick-up services available?


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6. Are there negotiables?


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7. Can shipped materials be held for a certain period of time?


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8. Is there a service to deliver materials to function areas?


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9. Is there a hotel parcel handling charge for shipping services?


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Checklist by GoAudits.com – Please note that this checklist is intended as an example. We do not guarantee compliance with the laws applicable to your territory or industry. You should seek professional advice to determine how this checklist should be adapted to your workplace or jurisdiction.

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