The success of your meeting may rely on a carefully planned and well executed site inspection. Having been on the hotel side of things and now as a planner, I see the site inspection as a unique face-to-face opportunity to kick off a lasting relationship between the planner and sales team.
A few of our AMPED staff recently went to San Diego to check out a hotel for a large client event in 2018. Based on the particular needs of this medical conference, the property was selected because it was in a great location, was symbiotic with our client’s goals and attendee personalities and had the appropriate space and guest rooms to comfortably accommodate all the various space requirements. However, what really clinched this property for our conference was our sales manager. From our first conversation, Jennifer was very easy to establish a rapport with and took the time upfront to fully discuss the meeting goals, objectives and purpose, and the demographics and meeting behaviors of our attendees. In summary, she nailed our site inspection experience! Early dissemination of conference information allowed the property to demonstrate on-site how they could best meet our needs and appeal to our attendees. This customized experience instilled confidence with us that she was truly our partner in the complete execution of our event and not just a sales rep trying to close business.
While onsite, what are some factors to be considered and can be influential when conducting a site inspection?
1. First Impressions: ….Go a long way so make sure the hotel properly represents your own expectations and branding of the conference to successfully execute them. Sometimes, it will not matter how well the meeting itself goes, if the hotel has an inadequate feel or attendees are not experiencing good customer service, that will be their lasting impression. We arrived at this hotel the day after the Major League Baseball All-Star Game. The lobby was abuzz with all kinds of activity and we knew the staff had to be exhausted. All staff we encountered were extremely pleasant and genuinely ready to assist, despite coming off a very hectic week.
A few things to consider observing upon arrival at the hotel:
- How you are greeted by the front desk and bell staff?
- Is this area well-staffed and there are plenty of employees greeting guests and carefully driving cars through the valet area?
- Are their uniforms updated, clean, and fitted?
- Are they pleasant and friendly
2. Hotel Management: In my past hotel days, we were trained on the “meet and greet” technique. Well-trained sales managers should be ready and prepared to meet you upon your arrival at the hotel. Nothing goes further than feeling that your arrival was anticipated and planned for. When our team arrived on this particular visit, hotel staff were enthusiastically waiting to welcome us to San Diego and the hotel. Our room keys were provided to us so we could proceed directly to our upgraded, expansive suites in which we each had a customized in-room welcome amenity. This little, but effective, touch reassured us that the hotel was eager to earn our business.
3. Presentation: Has the sales manager prepared in advance to show you exactly where your meeting and banquets will take place, as well as the variety of guest rooms and suites you need for your guests? So often hotel sales managers don’t take the time to go through your agenda prior to the visit and you end up seeing meeting spaces you’d never need and room categories you don’t want. Our sales manager, Jennifer, did her homework prior to our arrival through the many conversations. She also took the time to research our client to completely understand the dynamics of our conference. Our tour started with a relaxing lunch that set expectations for how the rest of the day would go. We were able to discuss in greater detail things that make our conference successful, get an understanding of the overall “lay of the land” before we began the tour, and also get to know their team a little better.
4. Hotel Quality: How recently was the hotel renovated? If there have not been recent renovations, be sure to ask about future renovation plans. Are the guestrooms, suites, meeting rooms and public areas updated? Are the bathrooms clean? How fast are the elevators and are they clean? This area in particular, is where the hotel has complete control to ensure the property is properly being taken care of. When it comes to cleanliness and working order, there are no excuses. While onsite, I built in some time to wander the hotel on my own to experience the hotel as our attendees would and to really pay attention to these details. Remember, the hotel will be part of your branding for this event and you should be assured the hotel meets your standards.
5. Food Quality: Food trends have come a long way from the clichéd “rubber chicken,” making planning meal functions a more engaging experience. In an effort to meet the changing needs of conference clients, hotels are transitioning from traditional banquet service to more, specialized opportunities like healthy, local fare and customized menu options. To see if the hotel is true to its word on these trends, visit the various restaurants onsite and note their differences in cuisine/gourmet experiences and price points. Order room service to evaluate delivery time and quality of food. If time allows, arrange a chef tasting to create menus and experience what your attendees will experience and also to ensure various dietary needs will be met.
A successful and productive site inspection, such as we experienced in San Diego, is fundamental in establishing confidence during the planning and execution process of your event. Considering our experience, our team at AMPED is looking forward to working with our new hotel partner for the upcoming conference in 2018!