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Home > Hotel & Hospitality > Before, during and after functions

Before, during and after functions

Before the Function

Confirm the event date and time with the client.

Prepare a detailed event itinerary.

Set up a pre-event meeting with the client to discuss specifics.

Coordinate with the catering team for menu selection.

Arrange for necessary equipment (AV, lighting, seating).

Ensure all staff are briefed on the event details and roles.

Prepare signage and materials needed for the event.

Check room setup and layout according to client specifications.

Review and confirm all logistical arrangements (parking, accessibility).

Conduct a final walkthrough of the venue before the event.

During the Function

Assign a point of contact for the client throughout the event.

Ensure all staff are present and in uniform.

Monitor the schedule to keep the event running on time.

Manage catering service to ensure food and beverage are served timely.

Handle any last-minute requests or changes from the client.

Ensure AV equipment is functioning properly.

Provide support for any speakers or presenters.

Maintain communication with all teams (catering, housekeeping, security).

Monitor guest satisfaction and address any issues that arise.

Ensure a clean and organized environment throughout the event.

After the Function

Conduct a debrief meeting with the team to discuss the event.

Gather feedback from the client regarding their experience.

Ensure all equipment is returned and venue is cleaned.

Process any outstanding invoices or payments related to the event.

Send thank-you notes to the client and any vendors involved.

Review event outcomes and identify areas for improvement.

Update records and documentation for future reference.

Archive event materials and feedback for future events.

Schedule a follow-up call with the client to ensure satisfaction.

Conduct a review of the event against the initial goals and objectives.

This checklist should help ensure that all aspects of the function are thoroughly planned and executed, leading to a successful event for both the hotel and its clients.

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