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Function Room Opening Checklist

Pre-Event Setup

Ensure all equipment and furniture are clean and in good working condition

Arrange tables, chairs, and other furniture as per the event requirements

Set up audiovisual equipment (sound system, projector, screens) and test for functionality

Check lighting and adjust as necessary

Set up signage and directional boards for the event

Arrange decorations as per client's request

Ensure temperature and ventilation are appropriate for the event

Clean and prepare restrooms for guests' use

Ensure sufficient supply of stationery, notepads, and pens

Food and Beverage Preparation

Coordinate with the kitchen staff to prepare and deliver food and beverage items on time

Set up the buffet or dining area with the necessary cutlery, crockery, and glassware

Check the quality and presentation of the food items before guests arrive

Ensure the bar is stocked with an adequate supply of beverages and garnishes

Set up coffee and tea stations, if required

Ensure that all food and beverage items are stored safely and at the right temperature

Establish an efficient system for collecting and disposing of waste

Set up a payment system for guests to purchase food and drink

Pre-prepare drinks and cocktails to speed up service

Designate a team of staff to take and serve orders

Establish a system for tracking alcoholic beverages served

Create a plan for restocking food and beverage items throughout the event

Technical and IT Setup

Test the audio and video equipment to ensure clear sound and picture quality

Check internet connectivity and ensure the Wi-Fi password is available for guests

Test microphones and speakers for speeches or presentations

Confirm availability of power outlets and extension cords for guests' use

Ensure proper functioning of any interactive displays or touchscreen devices

Event Support

Assign event staff (servers, ushers, technicians) to their respective positions

Brief the staff about their roles and responsibilities for the event

Ensure staff uniforms are clean and presentable

Provide event schedules, floor plans, and contact information to all staff members

Set up a registration desk or area for guests to check-in

Prepare a guest list and seating plan, if applicable

Health and Safety

Ensure all emergency exits are clear and accessible

Check fire extinguishers and smoke detectors for functionality

Conduct a safety briefing for staff members, emphasizing emergency procedures

Display necessary health and safety signs and notices

Ensure adequate lighting in all areas, including emergency lighting

Keep first aid kits readily available in case of any accidents or emergencies

Final Checks

Conduct a walkthrough of the function room to ensure everything is in order

Verify that all requests and specifications from the client have been met

Check the cleanliness and neatness of the function room and surrounding areas

Ensure all necessary supplies and equipment are readily available

Double-check the event schedule and timings

By following this comprehensive checklist, hotel and hospitality organizations can ensure smooth and successful function room openings, providing a memorable experience for guests.

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