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Hotel Event and Conference Facilities Audit Checklist

A comprehensive checklist for auditing hotel event and conference facilities, ensuring high-quality experiences for MICE clients and optimizing the hotel's position in the events market.

Hotel Event and Conference Facilities Audit Checklist
by: audit-now
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About This Checklist

The Hotel Event and Conference Facilities Audit Checklist is an indispensable tool for ensuring excellence in the competitive MICE (Meetings, Incentives, Conferences, and Exhibitions) sector of the hospitality industry. This comprehensive checklist helps hotel management evaluate and enhance the quality, functionality, and appeal of their event spaces and conference facilities. By addressing key areas such as audiovisual capabilities, room versatility, catering services, and event coordination, this checklist ensures that hotels can deliver exceptional experiences for a wide range of corporate and social events. Regular implementation of this audit can lead to improved client satisfaction, increased bookings, enhanced reputation in the MICE market, and ultimately, greater revenue from this lucrative segment of the hospitality industry.

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Industry

Hospitality

Standard

IACC (International Association of Conference Centres) Quality Standards

Workspaces

Hotels

Occupations

Director of Events
Conference Services Manager
Event Coordinator
Audiovisual Technician
Catering Manager

Event Facility Assessment

(0 / 4)

1
Is the event coordination team ready for the upcoming event?

Select the preparedness level.

To evaluate the preparedness of the event coordination team.
2
What audiovisual equipment is available in this space?

List available audiovisual equipment.

To determine if the necessary equipment for the event is available.
3
What is the maximum capacity of the event space?

Enter maximum capacity.

To assess if the venue can accommodate the expected number of attendees.
Min: 1
Target: 100
Max: 1000
4
Is the room setup compliant with IACC standards?

Select compliance status.

To ensure the event space meets industry standards for setup.
5
What procedures are in place for event coordination?

Provide a detailed description of the coordination procedures.

To assess the effectiveness of the event coordination process.
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6
What catering options are available for events?

Describe the catering options.

To understand the catering choices provided for the events.
7
How many breakout rooms are available for the event?

Enter the number of available breakout rooms.

To determine the availability of additional space for smaller sessions.
Min: 0
Target: 3
Max: 20
8
Does the event space allow for versatile room configurations?

Select the versatility level.

To evaluate if the space can be adapted for different types of events.
9
When was the last maintenance performed on the facilities?

Select the date of last maintenance.

To ensure the facilities are well-maintained and operational.
10
What accessibility features are provided in the event space?

List the accessibility features available.

To evaluate the inclusivity of the venue for all attendees.
11
What is the total parking capacity for the venue?

Enter the total parking capacity.

To assess if parking can accommodate the expected number of attendees.
Min: 0
Target: 150
Max: 500
12
Is Wi-Fi available throughout the event space?

Select Wi-Fi availability status.

To ensure that connectivity needs for events are met.
13
What is the overview of the event schedule?

Provide a detailed overview of the event schedule.

To provide an outline of the event timeline and activities.
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14
What emergency procedures are in place for the event?

Describe the emergency procedures.

To ensure the safety and preparedness for any emergencies during the event.
15
How many staff members are assigned to the event?

Enter the total number of event staff.

To evaluate if there are enough personnel to manage the event effectively.
Min: 1
Target: 10
Max: 50
16
Is the event signage clear and visible?

Select signage clarity status.

To assess if attendees can easily navigate the event space.
17
When was the last fire safety inspection conducted?

Select the date of the last fire safety inspection.

To ensure that safety standards are being met.
18
How would you rate the quality of catering services provided?

Provide feedback on the catering service quality.

To evaluate the satisfaction with the catering services offered.
19
How many pieces of audiovisual equipment are available for use?

Enter the total number of audiovisual equipment pieces.

To assess the availability of necessary technical resources for events.
Min: 0
Target: 15
Max: 100
20
Are the restrooms clean and well-stocked?

Select the cleanliness status of the restrooms.

To ensure hygiene and comfort for event attendees.

FAQs

Event and conference facilities audits should be conducted quarterly, with more frequent checks on high-use equipment and spaces. A comprehensive annual audit is recommended to align with industry trends and technological advancements.

The audit should be led by the Director of Events or Conference Services Manager, in collaboration with the IT department, Facilities Manager, and key members of the events team.

Key areas include audiovisual equipment functionality, room layouts and flexibility, lighting systems, acoustics, internet connectivity, catering capabilities, accessibility features, event coordination processes, and overall aesthetic appeal of the spaces.

Audit results can be used to upgrade technology and equipment, redesign spaces for better functionality, enhance staff training in event management, improve marketing materials for event spaces, and develop new event packages that showcase the hotel's strengths.

Client feedback is crucial. The audit should include a review of post-event surveys, client testimonials, and direct feedback from event planners to identify areas for improvement and ensure that the facilities meet evolving client needs and expectations.

Benefits

Ensures event facilities meet or exceed industry standards

Improves client satisfaction and likelihood of repeat bookings

Enhances the hotel's reputation in the MICE market

Identifies areas for improvement and investment in event technologies

Optimizes operational efficiency in event planning and execution