Module 1: Internal Meeting and Hotel Room Block Questionnaire

Learning Objective

Meeting or Hotel Room Block Questionnaire
for internal requests

1. Name and email of person completing this form 
2. Name of legal entity for contract and company authorized signee. 
3. Name of Meeting/Event 
4. Date(s) of Meeting Event 
5. Short description of meeting (i.e. "Training for employees during the day followed by networking opportunity in the evening.")
6. What is your all-in budget or range (including taxes and fees)? 
7. What is the desired hotel, area, region, etc. for the meeting/hotel room block? 

• Be as specific as possible. 

  • For example: at the Element Atlanta Buckhead, within a 30-minute drive of Denver CO airport, within walking distance of 515 West Main Street, Los Angeles, CA)

8. Anticipated # of attendees/guests? 
9. Will 10 or more attendees by traveling by air to meeting destination? 
10. How many hotel rooms will you need each night? 

• For example, Monday night- 10 guest rooms, Tuesday night - 15 guest rooms, Wednesday night - 5 guest rooms

11. Are there any special request for guest rooms? 

i.e. One room needs to be a suite, we need at least five rooms with two beds, etc.

12. What is your desired room rate, or range? 

• i.e. $200/night or $250-$300/night.

13. Do you have any needs outside of the hotel? 

For example, are you looking for a restaurant for a group dinner, do you want to have a networking reception nearby, are you thinking of offering a teambuilding outing and would like ideas?

14. Do you have a need for branded apparel, drinkware, gifts or the like for this meeting, event or otherwise? 
15. Do you need meeting space? 

• Yes, in hotel

• Yes, outside of the hotel but I've already arranged for it and don't need your assistance. 

• Yes, outside of the hotel and I need help sourcing and/or contracting for it.

• No 

• Not sure at this time

16. What is the agenda/timeline for the meeting?

Provide start and end times each day for each meeting room requested. i.e. "8am to 8pm Tuesday and Wednesday, 9am to 11pm on Thursday.

17. How many meeting rooms will you need? 

• i.e One meeting on day one, three meeting rooms on day two.

18. Will you need access to meeting rooms outside of meeting times? For example, will you need to have access to the room an hour before the meeting starts to set up?
19. Layout of Each Meeting Room (visit https://www.dgicommunications.com/the-ultimate-conference-room- setup-guide/ for descriptions)

• Theater

• Classroom

• U-Shaped

• Boardroom

• Banquet

• Cabaret/Reception

• V-Shaped/Chevron

• Unsure, would like your recommendation

• Other

20. In addition to set up chosen above, do you need anything additional? 

• i.e. place 6' long table by front door for handouts to be place).

21. Will you need Wi-Fi connectivity in any meeting rooms?
22. Do you plan to have any virtual attendees/users of this (these) spaces?
23. Do you have any audio/visual needs? (choose all that apply)

• No

• Handheld wireless microphone (no podium)

• Podium with a microphone

• Handheld microphone(s) for participants to use

• Wireless lavalier microphone

• Laptop

• Projection screen

• Projector

• Conference phone

• Whiteboard

• Sound playing from the computer

• Background Music

• TV

• Corkboard

• Teleprompter

• Flip Chart

• Yes, but I'm not sure exactly what, so let's talk

24. Will you be serving any meals, snack or beverages in the meeting room?

• If yes, provide the food and beverage needed (breakfast, lunch, dinner, snacks, beverages), as well as dates and times to be served.

25. Use this space to share with me any additional requests, special needs or anything else you'd like to share with me about your event, hotel or meeting space needs. 

Additional Resources

The Ultimate Conference Room Set-Up Guide | dgi communications
Meeting/Hotel Room Block Sourcing Questionnaire Template | Community Library