C O L L E G E A T H L E T I C G R O U P S
HOT E L COMMUN I C AT I ON P ROTOCOL
q Sales to coordinate-Going the Extra Mile q If the school sends shir ts and hats for the event team to wear at the meal functions, we will be happy to wear them. q The front desk team will wear referee shir ts with black pants to be neutral for all hotel guests, or colors of the team they have in house. q All manager staff and associates par ticipating in the arrival suppor t of the team will wear a team hat and/or colors of the team. q A group resume will be created by the sales manager/ESM handling the group business.This document will be circulated at least one week in advance to the following depar tments: GM, Accounting, Front Desk, Housekeeping, Banquets, Executive Chef, Restaurant and Security q The group resume will provide details for each depar tment from reservations to billing to special requests for housekeeping. Team resumes should be reviewed by hotel team at weekly resume meetings or staff meetings to ensure attendance by as many of the depar tment heads as possible. Precons q Confirm one-two weeks prior to arrival with a calendar invite for the location and time of the Precon and place in bold at the top of the Resume. q Typically, a boardroom or meeting room the team is using will be used for this and will take place on the Friday morning of the team arrival. Have appropriate light snacks for time of day and drinks. q Invited and in attendance should be the GM, DSE, ESM, Chef, Banquet Captain and Front Office Manager or point person. q All Hotel staff invited should arrive 15 minutes before the star t time and remain standing until the client(s) arrive. q DSE/ESM should welcome everyone and begin with introductions going around the table stating name, position and focus of what you will do for the team while the are here. “My name is Tori Bush, Group Rooms Coordinator, welcome back or we are proud to have you with us the next few days. I will be your point of contact for any guest room changes as needed during your stay. q A printed resume and BEO set for the team should be at each place setting for those attending to mark up new information and changes. q Now is the time to answer any lingering questions/confirmations and/or do a walk through of the space after the Precon.
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