Lesson 1Inventory checklist for welcome desk: badges, lanyards, clipboards, pens, badge reels, guest list printouts, walk-in formsDiscover how to prepare and verify all welcome desk materials, from badges and lanyards to forms and stationery, with counting, labelling, storage, and replenishment methods that prevent shortages and last-minute confusion.
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 structure digital and printed guest lists, manage tablets and spreadsheets, and apply privacy and data handling rules so check-in is fast, accurate, and compliant with organiser requirements.
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 notesExplore how to define hostess roles, station assignments, shift timings, and handover notes, using a detailed run sheet so every team member knows where to be, what to do, and who covers each task.
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 key questions to ask organisers before the event about guest demographics, VIPs, arrival windows, and flow, enabling tailored greetings, staffing, and contingency planning 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 section explains how to plan clear, consistent signage and wayfinding, covering entrances, coat check, photo wall, restrooms, and seating so guests move confidently without constant verbal 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 colour-coding rules: VIP, Media, General guest protocols and access permissionsUnderstand how to design a clear badge system with colours, labels, and access rules for VIP, media, and general guests, ensuring hostesses can quickly recognise permissions and guide guests correctly.
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 coordinate smoothly with security, catering, AV, coat check, and photographers, clarifying timelines, contact points, service standards, and contingency plans so hostesses can support vendors and resolve 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 section details how to run an effective pre-shift briefing, including greeting scripts, tone guidelines, escalation rules, and emergency procedures, plus rehearsal methods to align the hostess team 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 refine the venue layout from a hostess perspective, mapping entrances, coat check, photo wall, stage access, and emergency exits to design smooth guest flow and clear hostess positions.
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
