module 6 lesson

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Module 6: Guest Arrival

Online Lesson

Weather Considerations - Be Prepared

The most important considerations are your guests comfort and first impressions.

Check past weather history for:

	air temperature
	water temperature (for beach resorts)
	precipitation
	humidity
	monsoon season
	hurricane season
	tornado season

Always prepare a back-up venue for outdoor events.

Determine what your "drop-dead" date/time is for making the change in venues.

When guests are flying in winter, book their connections as far south as possible. Houston, Texas is much better than Chicago in January.

Weather Delays in flights and airport transportation must be included in the event plan.

Weather Related Items

Arrival area appearance? It should be aesthetic and attractive.

Transportation to the venue? Selecting various modes of transportation can add to your events energy.

Venue drop-off and lading areas? Be aware if the guests will have access to the main entrance. Where will equipment and supplies be unloaded?

Is the entrance covered in case of bad weather? If not have umbrellas ready.

Make sure entrance is clear of snow and ice?

Make sure entrance is wheelchair accessible?

Are doormen provided or an extra charge? How are they dressed? Is tipping included?

Is the event properly signed as a private party?

Is the coat check easily accessible?

	Is it large enough to handle the number of guests?
	What types of hangers are used?
	How will briefcases, umbrellas and snow boots be handled?
	Is the coat check staff experienced?
	Is tipping included?
	How secure is the coat check area?
	What is the staff break schedule?

Fanfare

Fanfare is "Anything that plays a part in the arrival atmosphere!" It is all about "creating energy" in the arrival area. You may use some items such as red carpets, music, spotlights etc.

Ideas:

	greet guests at the airport (bands or banners);
	pre-arrange for luggage and transportation to hotel; and/or
	welcoming phone message and small gift at hotel

Never assume anything!

Fanfare Strategies

	Do an individual inspection of the proposed venue to see if it is suitable.
	Next do a planning site inspection with your suppliers.
	Check local rules and regulations.
	Acquire all necessary (safety & fire) permits.

Set-up and Break-down Times

Find out form every supplier how much set-up and break-down time they will need. Then you can sequence the event timeline.

Get the exact move in time from the facility. Also, find out what, if any, events precede your set-up. These may cause a delay in your schedule if they are slow moving out.

Get information of any special set-up or equipment planned. Including union or non-union wages and schedules.

Are there any additional facility charges for use of equipment or labor.

Where are the loading docks and freight elevators. Can they be reserved for a specific time?

Check for any particular facility requirements. These may be related to set-up designs or decorations.+

Check the electrical requirements and charges for power?

Find out if there are any charges for key personnel such as security and fire watch.

Check on all zoning laws related to:

	noise,
	fireworks,
	times,
	laser shows,
	signs,
	displays and
	lighting.

Registration: Guest pass Security and Ticket Pick-up

After the guests have arrived and been greeted, checked their coats , the next step is registration/check-in. Special considerations include:

	well prepared and briefed check-in staff;
	tickets required for any events (meals or entertainment) and programs;
	tables (draped or skirted) and chairs for check-in;
	adequate and convenient power for computers or credit card processing;
	do you need any extension cords or power strips?
	display tables & easels: and
	signs & banners;

Registration

	Check the layout of registration tables.
	Welcome refreshments should be away form the registration tables.
	Are there any charges for the tables and chairs?
	Is draping or skirting provided? Is there a charge for them?
	Are there any restrictions on hanging banners or signs from the walls?
	What are the communication requirements (cell phones, walkie-talkies etc.)? Make sure the batteries are charged.

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