Lesson 1Inventory checklist for welcome desk: badges, lanyards, clipboards, pens, badge reels, guest list printouts, walk-in formsDiscover how fi prepare an verify all welcome desk materials, from badges an lanyards to forms an stationery, wid counting, labeling, storage, an replenishment methods dat prevent shortages an 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 fi structure digital an printed guest lists, manage tablets an spreadsheets, an apply privacy an data handling rules so check-in fast, accurate, an compliant wid organizer 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 fi define hostess roles, station assignments, shift timings, an handover notes, using a detailed run sheet so every team member knows where fi be, what fi do, an 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 organizer (guest demographics, VIP list, arrival windows, arrival flow)Learn di key questions fi ask organizers before di event bout guest demographics, VIPs, arrival windows, an flow, enabling tailored greetings, staffing, an contingency planning at di 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 signageDis section explains how fi plan clear, consistent signage an wayfinding, covering entrances, coat check, photo wall, restrooms, an seating so guests move confidently widout 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 color-coding rules: VIP, Media, General guest protocols and access permissionsUnderstand how fi design a clear badge system wid colors, labels, an access rules fi VIP, media, an general guests, ensuring hostesses can quickly recognize permissions an 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 fi coordinate smoothly wid security, catering, AV, coat check, an photographers, clarifying timelines, contact points, service standards, an contingency plans so hostesses can support vendors an 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 proceduresDis section details how fi run a effective pre-shift briefing, including greeting scripts, tone guidelines, escalation rules, an emergency procedures, plus rehearsal methods fi align di 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 fi read an refine di venue layout from a hostess perspective, mapping entrances, coat check, photo wall, stage access, an emergency exits fi design smooth guest flow an 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
