Questions Every Planner Should Ask on a Hotel Site Visit

Introduction

You’ve narrowed your search to three hotel finalists. All have appealing photos, good rates, and are “on paper” acceptable. But the real test happens when you walk through each property in person. During a site visit, you’ll uncover differences that documents don’t show — hidden noise, confusing layout, or misaligned logistics.

In this post, we’ll outline what to ask, what to observe, and a structure (“walk the flow”) to use so your comparisons are apples-to-apples. By the end, you’ll feel confident choosing which of the three will deliver the smoothest experience for your group.

How to Prepare Before the Visits

1. 1. Define your priorities clearly: Know what trade-offs you’re willing to accept (e.g. cost vs. amenities, location vs. parking, room quality vs. meeting space layout).
   2. Prepare a comparison checklist: Use consistent categories: safety/emergency, guest rooms, meeting/event spaces, logistics & flow, staff/service, cost & contract terms, external disruptions like construction or other events.
   3. Schedule site visits at similar times: Try to visit each hotel at approximately the same time of day (e.g. mid-morning or afternoon) so you can compare light, activity, traffic, noise similarly.
   4. Bring your team: Include people who will use or manage the spaces (AV, decor, logistics) so you can see from all angles. Take photos, notes, video if allowed.

What to Do on Each Site Visit: Walk the Flow

To assess how well a hotel will function for your event, walk through the full guest experience — as if you were an attendee. This helps surface “flow” issues like bottlenecks, confusion, or unexpected challenges. Here’s the flow to follow during the tour:

• • Arrival → Lobby & Check-In: Evaluate signage, traffic from drop-off, distance from parking/valet to lobby, how welcoming/intuitive the arrival feels.
  • Guest Rooms (one of each room type you’ll use): Travel from lobby or elevators, note distance, noise, in-room amenities, view, lighting, HVAC.
  • Function/Meeting/Event Spaces: Walk from guest rooms to event spaces. Check how easy it is to get there, signage, floor changes, obstacles.
  • Public/Common Spaces: Restaurants, lounges, restrooms, hallways. Routes guests will take between meals, breaks, etc.
  • Back-of-House & Logistics: Loading dock, service entrances, storage, access for AV trucks or décor, where the staff move supplies. See if these are blocked, narrow, or far away.
  • Outdoor or Ancillary Spaces (if relevant): Pool, garden, terrace, parking lots, walkways. If any events or functions spill outside, how usable and accessible are these?

Key Questions to Ask & Things to Observe (for Each Hotel, So You Can Compare)

Here are some questions to bring up at each property (for all three), plus what to watch for. This will ensure a fair comparison.

1. Flow Between Rooms & Event Spaces

• • How far are guest rooms from main event rooms? Are there multiple elevator rides, stairs? Congested corridors?
  • How easy is it to move from one event room to another (for breakout sessions, refreshment breaks)? Are paths clear? Signage?
  • Where are restrooms relative to meeting rooms and public gathering spaces? Will lines/congestion be issues?
  • Where are service entrances, loading docks? Are they close enough so vendors, AV and décor can move easily, especially for setup/teardown?

Observation: Walk the staff path, vendor path & guest path; imagine carrying heavy AV equipment; see if cart ramps or freight elevators are sufficient.

2. Guest Rooms & Accommodations (Comparatively)

• • Room types & mix: how many standard vs. suites, connecting rooms, ADA accessible rooms?
  • Amenities in each room: work desk, lighting, reliable WiFi, power outlets, soundproofing, views.
  • Noise from outside/internal sources: trains, highway, construction, mechanical rooms.
  • Condition & decor: when was last renovation? Cleanliness? Consistency across room types?

3. Other Events / Guest Overlap

• • Are other groups/events booked during your block? What kind? Will they use similar spaces, restaurants, meeting rooms, public areas?
  • Could these overlapping events affect service (restaurant service, parking, elevator load, staffing)?
  • Are there large local events in town that will impact traffic, hotel capacity, airport transfer, local restaurants?

Observation: Stay in the lobby or restaurant for a few minutes; see how crowded/active things are. Ask staff whether service slows during full-house or big event times.

4. Cost, Contract, Terms, Hidden Fees

• • Room block rates, attrition penalties, cancellation policy. Is there flexibility?
  • All costs included vs. add-ons: taxes, service charges, overtime labor, utility surcharges, housekeeping, security, amenities.
  • When will additional fees apply (e.g. for décor, outside vendors, cleaning)?

5. Emergency & Safety Plans

• • What emergency plans are in place (fire, severe weather, active threat)? Are there written procedures, drills done regularly?
  • Are evacuation routes clearly posted in event rooms, public areas, guest rooms? How easy is it to reach exits?
  • Is there an AED on site? First aid station? Any medical staff or agreement with a nearby hospital?
  • Backup power: does the hotel have generators? What systems remain operational (lighting, HVAC, elevators)?
  • Security staffing: 24-hour security? CCTV? Guest access control?

Observation: Notice whether emergency exits are blocked, wayfinding is clear, signage visible, safety features obvious or hidden.

6. Construction / Renovation & Noise Disruption

• • Is any construction scheduled before, during, or immediately after your event dates? What kind (interior, exterior)? What hours?
  • Which areas are being worked on? Will guest rooms, meeting rooms, public areas, entrances be affected?
  • What mitigation strategies does the hotel have (noise dampening, rerouting traffic, sealing off corridors)?

Observation: Even if no construction is “officially” planned, look/listen for evidence of recent work (patching, paint smells, new fixtures) and ask about upcoming plans.

7. AV, Technical & Operational Support

• • What AV equipment is provided (projectors, screens, mics, speakers)? Are there upgrade options? What are labor fees?
  • How is WiFi throughout the property: in guest rooms, event rooms, public spaces? Any dead zones?
  • Staff support: how many event staff will you have? Who handles setup/teardown? Who is your point of contact?
  • Timing constraints: how early can you access event spaces? How late can events run? What are noise policies?

How to Compare Your Three Options Side-by-Side

• • Use a spreadsheet or scoring chart with consistent criteria (e.g. “emergency/safety”, “room quality”, “flow/logistics”, “AV & tech”, “cost & contract”, “noise/disruption risk”, “service & staff”) and assign ratings (e.g. 1-5).
  • Weight categories according to your priorities. If flow & guest experience are most important, give more weight to those than perhaps extras.
  • Review photos & notes from each visit. Pay attention to red flags (which can’t always be fixed) vs. “nice to haves.”
  • Consider reaching back to each hotel with follow-up questions to resolve any uncertainties.

Why This Comparative Site Visit Matters

• • You’ll discover differences that documents/RFPs don’t show (travel times through the property, noise levels, odor, visual distractions).
  • Helps avoid surprises that lead to guest complaints or logistical nightmares (e.g. arriving attendees getting lost, delays in setup, over-crowded walkways).
  • Gives you negotiating leverage: when you can say, “hotel A promised X, B offers Y, but only Hotel C meets flow and safety standards we require,” you’re in control.

Conclusion

When you’re down to just three hotel candidates, your site visits are more than a routine; they’re your decision-making crucible. Walk the flow from arrival to event rooms to guest rooms; ask the tough questions about emergencies, construction, and overlapping events; observe what you can’t get from a brochure. Compare carefully, stay aligned with what matters most for your group, and choose the site that delivers safety, comfort, and smooth logistics above all.

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