APAN Meeting Site Survey Form

Last modified by kyoko day on March 21, 2003

Possible Location: _______ Date of site visit:

q Accessibility from major cities in other countries

q Accessibility from the airport, type of transportation-shuttle, and its cost

q Climate /whether for the time of year

q Ambiance of the site – that our members feel comfortable

q Availability of other facilities

q Availability of cultural or sports activities

q Tours, before, during, and after the event

q Projected number of attendees and the size of facilities

q Availability of dates

q Overall cost

Financial Factors:

q Type of financial arrangement – credit cared or wire transfer for ie deposit

q Complimentary meeting rooms based on food and sleeping room consumption (apply to regular hotel)

q Offer off-season or shoulder rate (if regular hotel)

q Rates different on weekdays/weekends (if regular hotel)

q Deposit required – organization or individual guest, how much by when

q Guarantee the room rates

q Policy on late arrivals and no-shows

q Type of currency accepted

q Which credit card

q Purchase order acceptable

q Cancellation policy

q Insurance requirement

q Responsibility for property damage by organizer

q Special charge for utilities (electricity, light, labor, airconditioning)

q Expected ad-ons such as additional amenities with additional cost

Network Access Facility and Capacity:

(what is the minimum requirement for APAN meeting?)

Meeting Rooms:

q One Conference room with capacity for (e.g. 150-200)

q ___ meeting rooms with capacity for ?

q ____meeting rooms with capacity for ?

The above depends on the program.

q Meeting rooms at level ?

q Easy to find rooms

q Floor plan of the location

q Physical layout - spacious

q Size of rooms - large enough to hold plenary session

q Types of rooms – classroom style, conference style, and board room setting, U-shape, etc.

q Number and availability of different type of rooms for other ad-hoc or side meetings

q Removable walls and sound proof from adjacent room and foyer

q Power capacity and power outlet

q Registration site - spacious, visibility for registration desk, information desk, and message board

q Location of signage - clear and visible

q Availability of electric outlet for plugging laptops

q Possibility of hanging banners

q Possibility of hanging posters (for signs on the wall/doors, if needed)

q Table with at least ? chairs in the front

q Telephone connectivity in one of the small room for telephone conference

Audio Visual Equipment:

q At least ? stand up Microphones for conference room

q At least ? lapel for conference room

q Each room with white board in every room with markers

q Projector with a laser pointer

q Large screens for conference room, preferably

If we need to provide, Terminal Room:

q Large enough to hold ? users

q Internet connectivity, at least ?Mbps, ideally ? Mbps - also accessible from the Secretariat Room

q ? PCs with a floppy disk drive

q at least ? Ethernet connections for laptops

q Routers and Hubs for LAN and WAN

q Wireless facility

q Security for the terminal room

Secretariat Room:

q Large enough to hold ? people (and a copy machine?)

q Internet Connection

q One large table with ? chairs

Catering: ( I don’t think this applies to APAN meeting)

q Vegetarian, Halal meat

q Availability of ethnic food and selection

q Complimentary meeting room if we order food/beverages (if held at regular hotel)

Past History:

q Check others who used the site

q Who manage the property

q Other events or conference that might affect ours

Accommodations

q Total rooms available

q Types of room available and prices

q Early arrivals prior to the event

q Internet connection from room

q Plug and adapter

q Level of service by hotel staff such as bell, front desk, and consierge – polite and efficient

q No-smoking rooms

q Check-in and checkout time and arrivals in the early morning

Site Personnel:

q ? local staff and need to provide orientation for site personnel

q Level of service by conference/hotel staff – polite and efficient

Public Areas and Facilities:

q Enough elevator to handle movement of participants, especially for a handicapped participant

q Sign to the meeting rooms and welcoming signs

q Hallways - large

q Public washrooms

Safety:

q Site personnel safety conscious

q Each room has smoke alarm/sprinkler system

q Working fire alarm

q Evacuation procedure

q Exits clearly marked

q Type of room key and security

q Safe deposit boxes in individual room or at the front desk

q Maintain 24 hour security

q Physician

q Nearest medical facility

q Personnel trained in CPR

General:

q Planning any construction or remodeling nearby

q Other activities booked at the same time

q Possible social event ______________________ or ______________________

q Tax requirements in the country (if APAN collects registration fee and if surplus is made)