Free Hotel Site Inspection Checklist Template | Free Download

Hotel site inspection checklist template

About the Hotel site inspection checklist template

When evaluating a potential venue for your next meeting or event, details matter. Our comprehensive hotel site inspection checklist is designed to guide you through every aspect of the property.

Whether you’re assessing the accommodation quality, meeting room facilities, or food and beverage options, this template helps you streamline the process and make informed decisions that align with your event’s needs.

When to use the hotel site inspection checklist

A hotel site inspection checklist is invaluable when you’re planning events that require detailed venue assessments, such as corporate conferences, training sessions, or large-scale meetings. Use it to thoroughly assess potential hotel venues and confirm if they meet your requirements.

This checklist is particularly useful when you need to compare multiple properties because you can systematically assess factors like room quality, meeting space suitability, and on-site amenities. By using templates like this, you can streamline your venue selection process and ensure your event runs smoothly.

How to use the hotel site inspection checklist

To make the most of your hotel site inspection checklist, follow these steps for a thorough and efficient evaluation:

Customize the template: Start by tailoring the checklist within the Lumiform app to fit your specific event needs. Add any unique requirements or criteria, such as specific room setups or amenities. Take advantage of fields for notes and photos to capture detailed observations.
Conduct a preliminary walkthrough. Begin your site visit with a general walkthrough of the property. Use the checklist to document your impressions of the lobby, public areas, and overall cleanliness.
Inspect guest rooms and/or meeting spaces. Evaluate the condition, cleanliness, and ambience of facilities like meeting spaces where you will be conducting your event. Ensure they meet your event’s requirements.
Assess the amenities and services. Check the quality and proximity of the property’s restaurants, fitness centers, and other amenities. Rate their condition and service levels.
Review and share your findings. After completing the inspection, review your findings within the Lumiform app. You can use the data collection and analysis features to compare different properties and make informed decisions. The app also lets you share the checklist and findings with your team.

Organized, thorough site inspections with Lumiform’s tools

Download the hotel site inspection checklist from Lumiform to streamline your venue evaluations. With customizable sections and easy-to-follow steps, this template guides you in covering all critical aspects. Enhance your decision-making process and successfully organize your event with the help of this detailed tool.

Related categories

Preview of the template

Audit

MEETING

Group:

Address:

Meeting Name:

Type of Meeting:

Meeting Date(s)

From:

To:

Number of Days:

Date(s) Flexible?

Alternative Dates:

Day Pattern Flexible?

Alternative Pattern:

Meeting Planner:

Planner’s Company (if different than group’s):

Planner’s Address (if different than group’s):

Planner’s Phone:

Planner’s FAX:

Planner’s E-mail

PROPERTY

Property Name:

Property Address:

Phone:

FAX:

Property Website Address:

AAA Rating (Diamonds):

Mobil Rating (Stars):

Add airports.

Airport Name:

Distance from Hotel:

Complimentary Transportation?

Approximate Taxi Fare:

Type of Property?

Number of Hotel Sleeping Rooms:

Rooms with Double Beds:

Rooms with King Beds:

Rooms with Twin Beds:

Non-Smoking Rooms:

Number of Restaurants :

Number of Lounges:

Construction Planned?

What?

When?

ADA Compliant?

Why not?

Rate the following: (1 poor – 5 average – 10 superior)

Lobby Decor:

Lobby Condition/Cleanliness:

Restaurant(s) Condition/Cleanliness:

Lobby Seating/Location:

Restaurant(s) Menu Selection/Pricing:

Restaurant(s) Food Quality:

Public Restrooms Condition/Cleanliness:

Public Restrooms Proximity:

Lobby Decor:

Lobby Seating/Location:

Adequate Security:

Restaurant(s) Décor:

Overall Rating:

Adequate Fire Safety:

SLEEPING ROOMS

Group Rate ($)

Single:

Double:

Suite:

Rack Rate ($)

Single:

Double:

Suite:

Complimentary Rooms ($)

Per night

Cumulative

Plus Over and Above:

Room Tax (%) plus additional per night, if applicable:

Room Tax ($)

Room Block by Day:

Enter day.

Date:

Number of Rooms:

Cut-Off Date:

Days Out:

Rates available after cut-off date:

Work Space/Desk:

Dataport:

Sitting Area:

Rate the following: (1 poor – 5 average – 10 superior)

Proximity to Meeting Space:

Condition/Cleanliness:

Decor:

General Amenities:

Bathroom Condition/Cleanliness:

Square Footage of Room:

Overall Rating

Bathroom Amenities:

MEETING ROOMS

Space Available on requested dates?

Set-Up Charges ($)

Room Rental Charge ($)

Rate the following: (1 poor – 5 average – 10 superior)

Proximity to Sleeping Rooms:

Soundproofing:

Condition/Cleanliness:

Ceiling Height:

Lighting:

Décor:

Sound System:

Equipment (e.g. tables, chairs):

Elevators number/proximity:

Heating/Ventilation:

Public Telephones number/proximity:

Restroom cleanliness:

Overall Rating :

Restroom proximity:

FOOD & BEVERAGE

Approximate Cost for:

Full Breakfast $/person

Continental Breakfast $/person

Dinner $/person

Lunch $/person

Coffee $/person

Tax (%)

Service Charge (%)

Guarantees needed by (days)

Overset guarantee by (%)

Rate the following: (1 poor – 5 average – 10 superior)

Presentation:

Menu Prices:

Menu Selections :

Willing to Divert from Menu:

Overall Rating:

Creativity:

AUDIO/VISUAL

In-house audio/visual company:

Exclusive?

Slide projector ($)

Overhead projector ($)

Screen ($)

Labor rates ($)

Data projector ($)

Union Rules?

What are the requirements?

Rate the following: (1 poor – 5 average – 10 superior)

Equipment availability:

Equipment price :

Equipment condition :

Overall Rating:

SERVICE & AMENITIES

Business Center?

Hours:

Parking?

Cost per day ($)

Fitness Center?

Complimentary for guests?

Cost per day ($)

Golf on Premises?

Pool?

Type?

Tennis on Premises?

Rate the following: (1 poor – 5 average – 10 superior)

Overall Rating:

FACILITY POLICIES

Cancellation Penalty by:

Charge ($)

Attrition Penalty by:

Percent (%)

Deposit by:

Required amount ($)

ESTIMATED EXPENSES OF MEETING FOR THIS SITE

Sleeping Room Expenses ($)

Food & Beverage Expenses ($)

A/V & Other Equipment Expenses ($)

Travel Expenses ($)

Meeting Room Expenses ($)

Other Meeting Expenses ($)

TOTAL ESTIMATED EXPENSES ($)

NOTES:

This template was downloaded 41 times

Frequently asked questions

What is a hotel site inspection and why is it important?

A hotel site inspection involves a detailed evaluation of a hotel’s facilities, services, and amenities. It’s important because it ensures the venue meets specific standards and guest expectations, helping to prevent dissatisfaction and operational issues that can arise from overlooked details.

How can I prepare for a hotel site inspection?

To prepare, create a checklist of key areas to evaluate, such as guest rooms, public spaces, and safety features. Communicate with hotel staff to ensure all areas are accessible. This preparation helps identify potential issues and ensures a thorough and efficient inspection process.

Who should conduct a hotel site inspection?

Hotel site inspections should be conducted by experienced professionals, such as hotel managers, quality assurance teams, or event planners. Their expertise ensures a comprehensive evaluation, helping to identify areas for improvement and ensuring the hotel meets required standards.

What common issues are found during hotel site inspections?

Common issues include maintenance problems, cleanliness concerns, and safety hazards. Addressing these promptly enhances guest satisfaction and operational efficiency, reducing the risk of negative reviews and improving overall hotel performance.

This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.