If you don’t ask the right questions, you don’t get the right answers. For meeting planners that means getting all the information you need to select the optimal meeting site for your group.

Meeting planners are not typically shrinking violets when it comes to asking questions of the sales manager on site selection inspections. However, according to Reggie Sears, CMP, a 25-year veteran independent meeting planner and principal of Sears Enterprises, less experienced planners especially don’t always know or remember what questions to ask.

“That’s why it’s best to use a printed site inspection checklist on every hotel tour so you can compare apples and apples,” says Sears.

Here are some generic questions that Sears says should be included on every list of questions for site sales managers.

• How often does the airport shuttle run?
• Is parking free or can the cost be reduced?
• What is the number of doubles, suites, and rooms with king size beds?
• What’s the square footage of the meeting space, exhibit space, registration and prefunction area and the number of breakouts?
• What other group(s) will be meeting at the property at the same time as your group?
• When was the hotel last renovated and are renovations or construction scheduled for the time your group will meet?
• Is the hotel ownership corporate or franchise, and is any change of ownership or management in the works?
• Is it a union hotel and are there any labor issues?
• Does the property meet the requirements of the Americans with Disabilities Act and how many rooms are handicapped accessible?
• What is the hotel’s record on diversity and equal opportunity hiring?
• What is the employee turnover rate?
• What are the rack rates for the last three years?
• What are the names of other groups or meeting planners who have held meetings at the facility (to check references)?

Sears says you can easily use Internet search engines to download templates for site inspection checklists, but it’s important to modify the checklists with questions specific and pertinent to your group.

Sears Enterprises specializes in planning association, fraternal, reunion and religious conferences and training seminars. Sears can be reached at RJSCMP@aol.com or (916) 484-5645.