Hospitality

Anderson Leadership Forum Hospitality Job Scope 1. Preparation of signboards 2. Souvenirs 3. Ushers GOH, VIP and guests 4. Holding area PREPARATION OF SIGNBOARD 1. Signs will be put up to direct guests to key locations- Hall, AVT, Canteen, Toilets and the holding areas(inspire town and library) 2. Signs will be placed at strategic areas including the porch and general areas pertaining to the listed locations.(refer to example 1) 3. Signboards will be placed at the entrance of the listed locations.(refer to example 2) 4. A map will be provided along with the door gifts for the guests’ easy reference. Example 1:

AVT * Placed at pillars near the G.O. Example 2:

AVT

Placed at the entrance of the AVT

SOUVENIRS Door gifts 1. For guests- an ID badge (based on their groups), water bottle, a packet of sweets and a map. *All of this will be put in a small bag 2. For GOH- a garland of flowers. After being seated in the hall, the GOH will be offered water. When the GOH presentation is done, the GOH will be presented with a bouquet of flowers before being ushered back to his seat. General souvenirs 1. Will be presented at the end of the forum. 2. All guests will receive a certificate of participation confirming their presence. 3. For the individual schools, a trophy will be presented for the representative to bring back. 4. The GOH and VIPS will receive a commemorative plaque in memory of the event. USHERS FOR GOH, VIPS AND GUESTS Guest and VIPs Time 1300-1410

Duty

1. **Ushers will have 3 routes- gate to porch, porch to holding room (library), and porch to holding room(inspire town). 2. All guests will register and affirm their identity at the reception table before proceeding to their holding room. Signing of Guestbook will take place too. 3. Once nearly all guests have arrived, the number of councilors will be decreased and dispatched for other duties if required. 4. After guests are brought to the holding room, the entertainers aka facilitators will take over. IF NEED BE, ushers (backup) will aid. 5. They will occupy the guest till the forum begins.

1410- 1430 HOLDING ROOM

1. Icebreaking will begin. The facilitators will meet their groups 2. A runner will be placed inside the holding room and monitor the number of guest. Once the number grows too large, the runner will notify the ushers via phone and mouth (if necessary) to confirm that backup is required. 3. Another runner will be placed at the hall. Once all preparations are done, the runner will notify the facilitators via the same methods. 4. The facilitators will then bring the guest to the hall.

1410- 1500 PORCH

1. Await latecomers. 2. Bring them directly to holding room OR if briefing by teachers has begun, bring them directly to the hall.

1430-1500

1. Briefing by teachers. 2. Facilitators will sit with their group. Ushers will station themselves around the hall to entertain requests, or station themselves outside the hall in preparation for the arrival of GOH.

*No. of councilors TT: 15 (not part of presentation) - 8 at gate - 7 at porch TT: 20 (facilitators OR ushers) - 10 per holding room

TT: 4 - 1 per holding room - 2 at hall

TT: 6 (not part of presentation or facilitating) - 4 at gate - 2 at porch All facilitators and ushers.

*Not confirmed till a rough guest list is out **Tentative till holding rooms are confirmed GOH *Time

Duty

1545-1600

1. Ushers performing their duty at the gate will remain and act as a lookout for the GOH. 2. The councilors at the reception will act as runners to inform the executive committee remaining standby at the porch/anywhere close.

1600- 1610 PORCH

1. Once the GOH is spotted, the ushers will signal to the runners 2. In turn, they will inform the executive committee who will usher the GOH once he arrives. 3. The executive committee will lead him to the reception table where he will be presented with a garland of flowers. *The 2 runners will stay there to hand the GOH door gifts to the executive committee who will then present it to the GOH. 4. Once the executive committee leaves, the reception councilors aka runners will make their way to the hall.

1600- 1610 HALL

1. While the executive committee ushers the GOH, the

**1710-1730

lookouts at the porch will scatter and go to the hall quickly. They will signal to the presenters and inform councilors at the hall that the GOH has arrived. 2. 2 lookouts will be placed outside the hall and should the GOH arrive before the councilors, the lookout will tell them to stay outside until a councilor inside the hall notifies them that the GOH has entered and is seated. The other lookout will tell the councilors inside the GOH has arrived. 3. The presenter will tell everyone to stand and await the GOH entrance. Councilors at the hall who were notified will line the aisle and await the arrival of the GOH. 4. Door openers will open the door for the GOH. 5. Once the door opens, everyone in the hall will begin to clap. 6. The executive committee will then lead him to the hall and accompany him to his seat before sitting at a row of seats nearby to ease the ushering of the GOH to the stage. 1. After the GOH finishes his speech, he will be presented with a bouquet of flowers to thank him for his presence. 2. The executive committee will then usher him back to his seat.

*Tentative **Sequence may change. *HOLDING AREA (TO BE CONFIRMED)

*No. of councilors TT: 6 (not part of presentation or facilitating) - 4 at gate - 2 at porch TT: 10 - reception: 2 - executive committee: 8

TT: 4 - will join councilors in the line up TT: 2 - 1 to inform councilors inside - 1 to warn lookouts to stay out TT: 2

TT: 1 - present bouquet

3. There will be 2 holding areas- the library and inspire town. 4. The guest (students) will be ushered to the library and the VIPS to inspire town due to space constraints. 5. The facilitators will take over once the guest/VIP enters the holding room and bringing them to a seat, will chat and occupy them. 6. Once all preparations at the hall are complete, the runners will inform the entertainers and the entertainers will act as ushers and guide the guests/VIPs to the hall. *Based on the confirmed number of guest and the games (programme), all guest and VIPs will go to the library if the number is small. The guest will be seated at the Zen tables and the seats near at the Café, while the VIPs will proceed to the spare room at the computer area. STATUS REPORT ASSIGNMENT Prepare signboards **Make certificate of participation **Trophies and plaque Design map **Assign duties Guestbook Door gifts- water and sweets GOH flowersgarland and bouquet **ID Badge

EQUIPMENT REQUIRED Paper Signboards Paper

DATE DUE

COLLABORATION

Printing: 5/6/09

Logistics

12/6/09

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External vendor

Design by: 8/6/09 12/6/09 12/6/09 22/6/09 19/6/09

Logistics

Collection: 2/7/09 * will be preordered 12/6/09

Logistics

Paper Confirmed guest list Art materials External vendor

Clip necklace thing Printed name slip Confirmed guest list -

*BUDGET

Logistics

Logistics

**Bags for door 19/6/09 gifts DECO TO BE CONFIRMED 26/6/09 Logistics * NA till venders is found. **As the guest list may come out very late, we may begin production of ID badges, COPs etc earlier to ease our future troubles.