There will be a meeting of 500 people held in the hotel when it opens. How should the housekeeping department arrange and plan the reception?

1. Number of attendees

Total expected number of attendees at the meeting

2. Date

□ Team arrival date

< p>□ Date of departure of the team

□ Deadline for determining the final number of bookings

3. Accommodation

□ Approximate number of rooms required, including single and double rooms Rooms, suites

□ Room price for participants

□ Room reservation confirmation: room for delegates, room for team chairperson or secretary of the organizing organization

□ Room reservation Copy documents

4. Free facilities and suites

□ Conference reception room - price

□ Opening hours and dates of bars, snack bars, etc.

□ Name, address and phone number of the guest who booked the conference reception room

□ Check the room, tip

5. Guests

□ Whether the place guest has been invited and receive a reply

□ Free admission tickets with the invitation letter

□ Arrange transportation for speakers and local dignitaries

□ Whether to remind everyone The spokesperson is ready to speak

□ Arrange to welcome the distinguished guests to the entrance

6. Equipment and facilities

□ Special notes placed on the VIP seats

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□ List of equipment provided by the hotel and usage prices

□ Signs at the registration desk, conference reception room, "No entry for non-conference delegates", travel agencies, reception desks, etc.

< p>□ Lighting equipment - spotlights, floodlights, operators

□ Stage - area size

□ Blackboard, flannel board, magnetic board

□ Chart stand and board stand

□ Illuminated podium, speech prompt machine, gavel, soundboard

□ Public amplification equipment - microphone, its model and quantity

□ Recording equipment, operators

□ Slide equipment, lighting control, operators

□ Special flowers and plants

□ (The tone has been adjusted ) Piano, organ

□ Record player, records

□ Printing service

□ Performer dressing room

□ Parking and car repair Facilities

□ Decorations - verify compliance with fire protection requirements

□ Special equipment

□ Overall price agreement for additional services

□ Telephone

□ Photographer

□ Stenographer

□ Flags, banners, slogans

□ Radio and TV

□ Live broadcast and operating costs

□ Closed-circuit television

7. Meeting

(Inspections before the meeting)

□ Provide a floor plan of the venue

□ The correct date and time of each meeting

□ Each meeting room: its rental amount

□ Conference Organizing Committee Headquarters

□ Total number of seats, seating arrangements and lecture tables for each meeting

□ Stagger meeting schedules to ensure smooth transportation, including elevator services

□ Podium - size

□ Equipment required for each meeting (check according to the equipment and facilities list)

□ Other special requirements (check the following items before the meeting)

□ Make sure the conference room is open and staffed

□ Seats are arranged as required

□ There are sufficient seats in the venue

□ Cooling and heating The system is operating normally

□ The amplification equipment is operating normally and the microphones are available

□ The recording equipment is operating normally

□ The number and types of microphones are complete

□ The podium is ready and the lighting facilities are good

□ Gavel, mold

□ Water bottles, water, and cups on the podium

□ Water bottles for participants , water, water cup

□ Guards on duty at the entrance

□ Ashtray, clothes hanger, matches

□ Projector, screen, stand ready, projectionist on standby< /p>

□ Speech Proposal

The monitor is functioning normally

□ Pencils, notebooks, paper pages

□ Chart stands, board racks, blackboards and related facilities are ready

□ Piano, organ

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□ Signs, flags, banners

□ Lighting facilities are available

□ Special flowers and plants are available

□ Other special facilities

□ (If the conference room is difficult to find) directional signs are available

□ (If the conference room is temporarily changed) Notice has been posted in a prominent location

□ Stenographer is present

□ Photographers will be present at the meeting

(After the meeting, personnel will be assigned to handle the following matters immediately)

□ Remove the organizer’s facilities

□ Inspection Are there any forgotten belongings

8. Exhibition information

□ Number of exhibitions and floor plan

□ Exhibition opening hours

□ Launch date

□ Exhibition Closing Date

□ Exhibition Location

□ Exhibitor Name

□ Daily Rent

□ Point to mark

□ Labor charges

□ Electrical and carpentry services

□ One-stop service of electricity, energy, steam, gas, water supply and sewage

□ Electricity bill

□ Screens and background curtains

□ Storage of consignment boxes

□ Security measures

9. Check-in

□ Registration time

□ Registration form, its content and number of copies

□ Registration tables, number and size

□ Chairs

□ Ashtray

□ Typewriter, quantity and model

□ Staff - hotel or conference organization staff

□ Water bottle, cup

□ Lighting facilities

□ Notice boards, quantity and size

□ Signage

□ Notes, pens, pencils and other stationery< /p>

□ Cashier cabinets, quantity and size

□ File cabinets, quantity and size

□ Safes

(Check the following before check-in is about to begin) Matters)

□ Whether the staff are in place and familiar with the registration procedures

□ File cabinets, quantity and size

□ Guidelines for collecting checks

□ Refund regulations

□ Contents that should be included in the registration form

□ Contents on the representative certificate

□ Ticket prices and related regulations

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□ Reception of guests and VIPs

□ Program and other materials ready

□ One-way ticket sales

□ Emergency room supply

□ Reception

□ Wastebasket

□ Printed registration list

(If delegates fill out the registration form themselves, prepare the following items)

□ Additional tables and chairs are set up next to the reception station

□ Registration form and pencils are ready

□ Instructions for filling out the form are posted in a location that is easy for people to check

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□ The form-filling table should be appropriately lit

(The registration office should have someone responsible for the following matters)

□ Be able to make principled decisions

□ Check the amount at the end of registration

□ Arrange accommodation for representatives who come to check in before the end of the registration office

10. Music

□ Play recordings at the reception Or play live

□ Play recordings or live performances at banquets

□ Play recordings or live performances at special events

□ Play recordings or live performances at performances

□ Preview of performers and orchestra

□ Music stand for band or orchestra

11. Others

□ Is it arranged for both men, women and children? and wonderful entertainment programs.

□ Is temporary childcare provided?

□ Is car rental service provided?

12. News and publicity

□ News center, typewriter, telephone

□ Whether a strong publicity committee has been established

□ Personal visit to the newspaper

Editor-in-chief, radio and television program director

□ Prepare a comprehensive promotional program aimed at increasing the number of members

□ Prepare newsworthy publications

< p>□ Arrange photography for the host organization and prepare for publicity

□ Print speeches in advance

In fact, the housekeeping department does not do as much work as the restaurant, the front desk Inform the guest room what kind of room to prepare, and just make preparations in advance, as usual. It’s just that there will be more problems (for example: the water is too cold, the TV cannot be watched, the Internet cannot be connected, there is noise, etc. You must have experience in handling this. If you can’t handle it, there is a manager on duty, don’t worry.), more Keep some consumables or self-paid items in reserve. Keep the intercom with the front desk open at all times. If the guest needs to change rooms, send things, etc., the front desk will notify the guest room and just follow the instructions (open a purchase order).