Visits - or waste of blessing?

Sometimes I bar meetings with a client or meeting who plan an event, but the idea that I make a site visit. The rationalization is: "There is no need to fly you to City X-site inspections to be done, right? After all, we know more or less where the meeting should take place. A chain of fame or big hotel to the city center - there are only four or five ways, so just choose the best output. No need to have the time or moneyfor you to go there in person. "

Poor customer - they do not understand that there is no better way to spend the inspection time and money to make a correct point. Of course, I visited and stayed at hotels in major city center X. Of course he can go online and see all the pretty pictures of the exterior of the hotel lobby, bedrooms, meeting space and spa perfect. I can also look at current rates, dining options, meeting room and the abilityRoutes from the airport. But experience has shown that there is no substitute for the real, live, checkpoint in first person, capable of having only around 10% of the questions on locations in relation to meet the event, without spot and property "see.

Of course I have my homework, a short list of possible properties to develop and ensure that meet the criteria for the first meeting room, equipment, accommodation and the like. I can alsoAND and calls made through email, if desired dates ares available if the property has space for the number of rooms I need for the initial cost budgets, if the property is no renovations Planned During the time you want, and what groups other may be in-house at the time.

But to answer a single site inspection, the deeper issues that lie to the ultimate success of the event in context: the staff room, meeting rooms and all the atmosphere andThe atmosphere of the room. Let us be clear - many properties look good on paper or online, but the visit of a person tells the true story. Although their stay in an apartment in the past, things would change. More important, the customer often has specific requirements that must be considered as a request for rooms with sea or minimum distance Between residential areas and meeting rooms.

If I inspections follow an analytical methodology has severalAspects of the property to me a strong feeling for the best situation.

Initial impressions
I look to see the outside of the premises and also in its environment, what kind of impression does it. I then check the registration area and at the entrance, lobby and its facilities, restaurants and cafes, railway stations, as well as the cleanliness and condition. I keep an eye on security and also for other guests to see "who" attracts the property. Wantedobserved for the staff in all areas of the venue to see how they interact with guests. I expect interaction with staff to see visitors warmly, letting guests know they are welcome.

Staff
I spoke with the Sales Manager many times before I arrived for a visit. But once there, it is important to see how your relationship developed with that person (or under-developed in some cases). How can they manage your project is incredibly important - the level of time they spendwith you, the rooms that show you how your questions (one is my favorite response: "Show me your worst room"). Who else, they ask all of you. Meet the Chef (especially when they know that the customer has specific needs regarding food, such as sustainability, environmental or other preferences), or the Director or Director of Catering Conference if they Stores Get it? If the sales manager or the General Manager provide aAppearance? Believe it or not, all this is very important and is a good indicator of how your business in an important piece of property and how you and your guests will also be treated, the signing of the contract, and you are on the property.

Bedroom
First, look at the layout and size of rooms - there is a reasonable desk / work area (easy access and enough plugs for all our mail), you can easily move, there is additional living area , utilityAccess to the bathroom? At the same search I see the general condition of the room, especially all non-alcoholic products, including indoor / bedspreads, carpets, curtains, towels and even to see if they are old, stained or worn. A look in the bathroom me know if there are loose tiles or water, or enough storage space for the layout of the bathroom. The color palette of the room is important - it is elegant, bright and pleasant place to be? ICheck the lighting is working and adequate. And as the air conditioning and heating openings - are clean? Participants in the meetings always require high-speed Internet. I make sure to ask when it was last updated, how fast, what is the cost for each day or several days, and of course the cost can be negotiated for a group? What are the hours restaurant and room service? There is a fitness center and use it there a fee? What are the opening hours? How close are theBedrooms meeting room?

Meeting Space & Function
My visual inspection of the living room contains a lot of what I saw was the property as a whole - the general condition of the room, including soft and durable goods have met all the needs of my clients as natural light, the size can (both increasing and even decreased if required), ceiling height, have special needs AV (front or rear projection, multiple screens oris a simple 8-inch screen and an LCD projector "lost" in your room?), what about him (other meeting rooms, catering kitchen, swimming pool, a garden or parking lot?), where other rooms if I get more space or a separate room for meals; need is enough space in the pre-function space outside the room or foyer for registration and space with other groups or private, to be shared? I am sure that the lighting, heating and air conditioning, soundproofing to review,Near the toilet and out. I Check if there are columns or other obstructions that may limit visibility, and also control the shape of the room, since not all are square or rectangular. I request a layout of the room with a seating area to the same number of people I look to see how the AV equipment and other requirements is in the room, such as desktop monitors and stations of food. If the AV in-house, a supplier of goods, or areEmployees?

Other issues we are discussing as you walk into the room - collect What is the rent space? What is the setup fee? There is a minimum food and beverage costs, certain to give up? What are the estimated costs for meals and breaks? There are no standard questions that I need to be aware of (did you know that in Certain cities, union contracts, Such as something as simple as a coffee break can be recharged dictate?). What are the fees and charges? What is the deadline for the guarantees?Then I check the menu and shot them to select, price, presentation, creativity and willingness to be flexible to meet specific customer requirements.

I make sure I have seen all of the meeting room That return my event / meeting Could (even if "might" are not available on my preferred travel dates). And, above all, the room I'm looking for visa and was "on hold" for my group or other sales manager still trying to "sell" them, even while theyare there? Do not assume that everything is saved for you if you ask the question!

Transport
When guests are on site, to check whether there is sufficient parking space, and cost. In some larger cities may Valet up to $ 50 per night, cost about the property, but could be a public car park adjacent or separated by less than half. If there are other events planned for the same time, there is ample parking for everyone? It 'very frustrating When your guests arrive at a meeting only with a sign in the parking called "Parking Full-overnight guests only" welcomed. If guests are traveling from afar, the hotel offers a shuttle service to / from the airport? Otherwise, private shuttle service, taxi or car rental can be arranged in advance? What are the costs? And that the transfer time from the place?

Wrap-up and scoring
Costs are important, and it is essential to ensure that theBudget> customer is not exceeded. But this is only part of the equation. For the event to ensure an optimal and a very satisfied customer, I need total balance of the total estimated cost against the suitability of the location, accessibility, comfort, cleanliness, ambience and feel of the location of the event. to see through the property, which are the people the right questions, requests for documented proof of past performance, and look carefully, especially during an inspection, Iguests can enjoy the best recommendation for my clients, their events and you. Why do I need a personal visit from someone who knows how to find something and ask questions, is one of the most important and financially responsible for all elements of the planning process.

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