Lesson 1Inventory checklist for welcome desk: badges, lanyards, clipboards, pens, badge reels, guest list printouts, walk-in formsFind out how to get ready and check all welcome desk items, like badges, lanyards, forms, and pens, using counts, labels, storage tips, and restock plans to avoid running short or last-minute mix-ups.
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 handlingSee how to set up digital and paper guest lists, handle tablets and spreadsheets, and follow privacy rules so check-in goes quick, right, and meets what organizers want.
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 notesLearn to set hostess roles, station spots, shift times, and handover notes with a good run sheet, so every team member knows exactly where to go, what to do, and who takes over tasks.
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)Know the main questions to ask organizers before the event on guest types, VIPs, arrival times, and flow, to plan greetings, staff, and backups just right at the welcome spot.
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 shows how to plan simple, matching signs and directions for entrances, coat check, photo wall, restrooms, and seats, so guests find their way easy without always asking.
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 permissionsGet how to make a clear badge system with colors, tags, and rules for VIPs, media, and regular guests, so hostesses spot rights quick and guide folks properly.
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 smooth ways to work with security, catering, AV, coat check, and photographers, sorting times, contacts, service rules, and backups so hostesses help vendors and fix issues on the 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 covers running a strong pre-shift talk, with greeting words, tone tips, escalation steps, emergency plans, and practice ways 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 exitsLearn to read and tweak the venue map from a hostess view, marking entrances, coat check, photo wall, stage entry, and emergency exits for smooth guest movement 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
