Lesson 1Inventory checklist for welcome desk: badges, lanyards, clipboards, pens, badge reels, guest list printouts, walk-in formsFind out how to prepare and check all welcome desk items, from badges and lanyards to forms and stationery, with counting, labelling, storage, and restocking ways that stop shortages and last-minute wahala.
Badge, lanyard, and holder quantity planningClipboards, pens, and backup stationery setupPrinted guest lists and walk-in registration formsLabeling, boxing, and transport of materialsOn-site inventory checks and replenishment planLesson 2Digital and printed guest list setup: master list, on-site printouts, check-in tablet spreadsheets, privacy and data handlingLearn how to set up digital and printed guest lists, handle tablets and spreadsheets, and follow privacy and data rules so check-in is quick, correct, and meets organiser needs.
Create master guest list fields and categoriesPrepare printed lists and backup copiesTablet and spreadsheet setup for check-inProcedures for walk-ins and last-minute editsPrivacy, data access, and retention rulesLesson 3Staff roles and run sheet: hostesses’ station assignments, shift timings, handover notesSee how to set hostess roles, station assignments, shift times, and handover notes, using a good run sheet so every team member knows their spot, what to do, and who takes over each job.
Define hostess roles and responsibility scopeAssign stations and rotation plan by areaCreate detailed run sheet with time blocksHandover notes for shift changes and breaksCommunication tools for real-time updatesLesson 4Essential pre-event questions to ask the organiser (guest demographics, VIP list, arrival windows, arrival flow)Learn the main questions to ask organisers before the event about guest types, VIPs, arrival times, and flow, to prepare proper greetings, staffing, and backup plans at the welcome area.
Clarify guest demographics and dress codeConfirm VIP list, priorities, and protocolsExpected arrival windows and peak timesPlanned arrival flow and transport detailsSpecial needs, accessibility, and cultural notesLesson 5Signage and wayfinding planning: entrance signage, coat check, photo wall directions, restroom and seating signageThis part explains how to plan clear, steady signs and directions, covering entrances, coat check, photo wall, restrooms, and seating so guests move easy without always asking for talk directions.
Entrance branding and registration signageCoat check and ticketing sign placementPhoto wall and photographer direction signsRestroom and accessibility wayfindingSeating, row, and section identification signsLesson 6Badge system design and color-coding rules: VIP, Media, General guest protocols and access permissionsUnderstand how to make a clear badge system with colours, labels, and access rules for VIP, media, and regular guests, so hostesses can quickly spot permissions and direct guests right.
Define badge categories and access levelsChoose colors and visual cues for each groupPrint layout: names, titles, and organizationRules for reprints, lost badges, and changesHostess briefing on badge checks and controlLesson 7Coordination checklist with vendors: security, catering, AV, coat check staff, photographersLearn how to work well with security, catering, AV, coat check, and photographers, sorting timelines, contacts, service standards, and backup plans so hostesses can help vendors and fix issues on event day.
Confirm vendor contacts and communication channelsAlign vendor arrival, setup, and strike timelinesClarify service standards and escalation pathsCoordinate security, access zones, and deliveriesPlan contingencies for delays or technical issuesLesson 8Pre-shift briefing script and rehearsal plan: greetings, escalation protocols, emergency proceduresThis part shows how to do a good pre-shift briefing, with greeting scripts, tone guides, escalation rules, and emergency steps, plus practice methods to get the hostess team ready before doors open.
Set briefing agenda, timing, and attendance rulesStandard greeting scripts and tone of voiceEscalation ladder for guest issues and complaintsEmergency and evacuation talking pointsQuick rehearsal drills and role-play scenariosLesson 9Venue layout and logistics: entrance(s), coat check placement, photo wall location, main stage access, emergency exitsUnderstand how to read and improve the venue layout from hostess view, mapping entrances, coat check, photo wall, stage access, and emergency exits to make smooth guest flow and clear hostess spots.
Review floor plans with organizer or venue repPlan primary and secondary guest entrance routesOptimal placement of coat check and photo wallBackstage, stage access, and restricted areasEmergency exits and crowd flow considerations
