Policy - Departure Protocol
Section: Human Resource Procedures
Procedure Owner: Ignition633 Ministries Nigeria Human Resources
Procedure Name: Departure Protocol Procedures
Origination Date: October 2024
Purpose
To ensure that the process of a guest's exit is handled smoothly, professionally, and respectfully. It involves organizing the proper farewells, managing logistics such as transportation and security, and ensuring that the guest's final impression is positive. Departure protocol helps maintain the same level of courtesy and organization throughout the guest's visit and leaves a lasting, favorable impression of the organization or event.
Scope
It includes greeting guests, verifying identities, conducting security checks, providing information, offering comfort and hospitality, assisting and escorting guests, and ensuring an organized flow of visitors.
Definition
Departure: refers to the act of leaving or exiting a place, event, or location, typically after a visit, stay, or meeting. It marks the point when someone moves away from a destination to go elsewhere.
Protocol: is a set of formal rules, procedures, or guidelines that govern how specific activities or interactions should be conducted, especially in official, diplomatic, or organizational settings.
Departure Protocol
Departure Time
Discuss with your guests ahead of time what time they plan on leaving campus. Inform the transportation officer at least 24 hours in advance so they have time to prepare the vehicles.
On the day of departure, have staff on hand to help collect luggage and put inside the vehicle. Make yourself available for any needed support from guests.
Goodbye
Allow time for staff to say their goodbyes; however, see that guests are not overwhelmed.
Room Keys
Ensure guests have returned all keys to their corresponding doors. collect the keys and store appropriately.
Inventory Check
Ensure all furniture and items are in their original condition and accounted for (items such as pillows, throw blankets, and washcloths are towels are commonly taken by visitors). Any damaged or missing items will need to be reported to the Campus Director and replaced.
Cleaning
Inform housekeeping of guest's departure. proper protocol should be followed to ensure the place is cleaned properly after their departure. This includes the disposal of trash and cleaning linens. All bedding and towels that were used must be washed, regardless of how clean they may appear.
Lost and Found
Please see any items left behind by the guests are submitted to the Lost and Found. Contact guests as soon as possible about their forgotten items.
Appliance and Equipment use
Turn off all lights, appliances, and AC units (with the exception of the two parlor ACs. Ensure front door of guest house are locked.
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This procedure will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly.
For any questions or further assistance regarding this policy, employees should contact the HR department at hr.nigeria@ignition633.org.