Procedures - Guest Preparation

Section: Human Resource Procedures 
Procedure Owner: Ignition633 Ministries Nigeria Human Resources 
Procedure Name: Guest Preparation Procedures
Origination Date: October 2024 

Purpose
To ensure that all arrangements and accommodations are in place before the arrival of guests. This includes making sure that the guest's needs and preferences are met, that the environment is properly set up, and that staff are informed and trained to provide excellent service in the Ministry.

Scope
It includes making personalized arrangements for accommodations and preferences, briefing staff, coordinating logistics like arrival times and security checks, ensuring hospitality with refreshments and amenities, implementing safety measures, and facilitating clear communication between staff and departments in the Ministry.

Definition
Guest: is a person who is invited to visit or stay at a place, attend an event, or participate in a function, often receiving special hospitality or accommodations.
Preparation: is the process of getting something ready or making arrangements in advance for an event, activity, or task.

Guest Preparation

Before guests of Ignition633 arrive, many tasks must be accomplished. First, you will need to gather information about your guests before they come and then coordinate with various departments to ensure everything is ready for arrival.

Get Informed
Be proactive. Email the International Directors to find out some information about your guests. How many guests are arriving? How many rooms will they need? Will they need a room with a bunk bed, a single bed, or a double bed? Do they have small children? This information will ensure you have the proper rooms prepared for their arrival. 

Transportation
Collaborate with the Transport officer to gather information on the trip's purpose, objectives, and specific requirements. Identify the duration of the trip, destination, meetings, events, accommodation, transportation preferences, and any special considerations. Ensure the vehicle is properly stocked for travel and that all maintenance repairs have been complete before the trip (see more specific expectations in Transportation packet)

Kitchen
Find out if guests have any food allergies or dietary needs. You will be responsible for letting the Head Chef know about this, how many visitors will need to eat, the dates they will be visiting, and how long they will stay.

Housekeeping
Communicate with the Housekeeping Supervisor how many guests will visit and which rooms they will use. You must ensure that cleanliness is up to standard before the guests arrive. If it differs from the correct standard, please communicate this to the Campus Director. See specific cleaning standards listed in the housekeeping packet.

Maintenance
Communicate with the maintenance department which residence visitors will be occupying. It is your job to review the rooms to ensure everything works correctly. This includes but is not limited to:
-ACs and AC remotes are working
- Controllers are in each room AND have working batteries
-All lights and outlets are working 
-No plumbing issues in the kitchen or bathrooms. 

Personal Touch
- Incorporate personalized touches, such as welcome notes and customized amenities, to enhance the guest's experience. Each person should have a welcome basket on their nightstand.

Guest Prep Inventory

Inventory refers to the items that should always be available in the visitor's apartment. As the protocol officer, you must always check to ensure that the following items are always made available for guests in their apartments:

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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.