Meeting planners know that the best way to cover all their bases when in the process of selecting a site is to have checklists of questions or items to cover. The point of these checklists is not to only ensure a well-run meeting but also to minimize your organization’s liability or exposure when making contracts and arrangements.

“Planners who do not research all security aspects of the site of their meetings are asking for trouble, for their attendees and for their organizations,” says Cathy Clifton, who has been involved in the meetings industry for 15 years and is president of C2 & Company Meetings and Events as well as co-founder of The Meeting Planning Academy.

“One of the most essential security checklists is fire safety,” says Mary E. Young, President of M.Y. Events, Inc and the other co-founder of the Meeting Planning Academy.

She recommends that meeting planners speak with the director of security or engineering to get answers to the following questions which should be included on the planner’s Safety Checklist:

• Do all areas of the hotel have sprinklers and fire alarms?
• Are fire alarm systems regularly inspected and tested?
• Does the hotel have a written emergency plan (ask for a copy)?
• What is the hotel’s security department phone number and is it staffed 24 hours a day in addition to pagers and radios?
• Are all exits clearly marked and unobstructed?
• Do all exit doors open in the direction of travel?
• Are guest hall stairwells open to ground and roof?
• Do meeting rooms have at least two exits?
• Are the back hallways open and clear during meetings?
• Does the hotel have emergency lighting?
• How does 911 work from the hotel phones?
• How far away is the closest fire department?
• What is the phone number?
• Are there any outstanding code violations?

For more great meeting ideas, visit www.conventionplanit.com and click on the “For Planners Only” section and go to the “Stellar Tips” link. There is no registration required and you can even enter your own Stellar Tip for a chance to win a valuable prize.

The Meeting Planning Academy™ has trained over 3,000 meeting and event planners and suppliers since its inception in 2002, and offers various types of training and education in meeting and event planning topics throughout the year. More information can be found at www.meetingplanningacademy.com.