Site-Visit Checklist

Forty things to verify in person before you sign. The questions you skip on the walk-through become the line items you argue about later.

Arrival & first impression

• Drive time from the airport and nearest hotels, measured, not guessed
• Parking: capacity, cost per car, valet vs self, who pays
• Entrance and signage: can your guests find the room without help
• Accessibility: step-free routes, elevators, accessible restrooms

The room(s)

• Actual usable square footage, not gross, with pillars noted
• Ceiling height (matters for staging, screens, and energy)
• Natural light and blackout options
• Built-in screens, rigging points, and power drop locations
• Climate control: who sets it, how fast it responds
• Sound bleed from adjacent rooms and the corridor
• Default setup vs the setup you need, and reset time between

Food & beverage

• Kitchen proximity and whether food arrives hot
• F&B minimum for this room on your date
• Sample the catering if you can, or ask for a recent menu
• Bar setup, last call rules, and corkage if you bring anything
• Dietary accommodation process and lead time

Production & logistics

• Loading dock access, freight elevator size, load-in hours
• In-house AV exclusivity, or can you bring a vendor (and the fee)
• Wi-Fi bandwidth, whether it's shared, and the cost for dedicated
• Power: circuits available, who provides distribution
• Storage for materials before and during the event
• Staging and rehearsal access the day before

People & service

• Who is your day-of contact, and will they be on site
• Banquet captain assigned, and the server-to-guest ratio
• Security requirements and any minimums for your headcount
• Coat check, restroom count, and guest flow at peak

The fine print to ask about now

• Service charge % and what, if anything, reaches the staff as gratuity
• All taxes that apply, stated separately
• Resort or facility fees you haven't been quoted yet
• Deposit schedule and what each deposit is non-refundable against
• Cancellation and attrition terms, in writing
• Early-access, overtime, and strike fees
• What concessions they'll offer to win your business

Notes

• Photos taken of the room, entrance, restrooms, and parking
• Gut check: would your most important guest feel taken care of here