Home  ›  Conference  ›  Hospitality Committee Guide

Hospitality Committee Guide

Overview
By the time the annual conference takes place, staff will be stress and attendees will have endless questions. The hospitality committee is tasked with addressing those areas. It does so by ensuring conference staff are well fed and taken care of, providing breakfast for all attendees, and creating a welcoming and helpful environment for all those who make their way to the conference.

  • Create a budget for meals and breakfast
  • Solicit inclined donations from supermarkets/corporations
  • Create a game plan to wake up attendees and distribute breakfast
  • Order and provide food for staff at appropriate times

General Timeline

  1. Estimate number of meals and breakfast packages needed.
  2. Create budget.
  3. Request inclined donations
  4. Finalize budget taking into account donations and request funds from treasurer
  5. Develop plan to distribute breakfast and wake up attendees
  6. Put in orders for all food and schedule pick-up or drop-offs
    1. Designate staff to pick-up or receive dropped off food
  7. Pick-up/buy breakfast items and assemble packages week of conference
  8. Confirm staff food and pick-up/drop-off times with restaurant the day before each meal.
Responsibilities  (Detailed overview of responsibilities)

Food and Budget
In order to plan successful projects, it’s best to review the budget and discuss fiscal requests with the finance committee led by the Treasurer of the organization. This will also help determine how much inclined donations are needed and guide the group into specific task. All request are subjected approvals from the treasurer. Nothing is  certain till you get this approval!

After forming a budget and  Inclined donations are very helpful in this situation. Go to the local grocery stores and have a letter, copy of the 501(c)3 document, and list of items needed for the conference. Keep in mind you are acquiring food for staff and breakfast food and snacks for attendees. You should have two separate list and the amounts needed and person count. For meals you can approach major corporations and restaurants. Make sure to speak to major corporations ahead of time since they usually require paper work and approval from many departments.

Breakfast
This is a vital project that need a lot of thought and care for its execution. Please review the contracts the Executive Directors and the Executive Board have signed with venues. Most of the time, distributing food is against rules and if caught, penalty fines will be applied to the final bill.

Pick food that will be filling and packed with energy so attendees are not left feeling famished or tired. Make it as nutritious as possible and try to include water bottles.

Package food so it’s not visible or recognizable by the hotel staff and security. Also carry the packages in bigger bags so when you are distributing breakfast, it’s easier to hand out more in a short amount of time.

Waking up attendees can be challenging and you may be greeted with hostility. Always be polite and keep in mind you are servicing the attendees. Make sure to review the morning schedule and inform the attendees of the first meeting location and what time. This will ensure less confusion and timeliness.

Meals for staff
As mentioned before, approaching restaurants with inclined donations will help the budget overall. However this is a challenge with the state of the economy. It’s also a good idea to check if they have group prices or non-profit discounts.

Do not forget to include the staff count and how many meals are needed. Also come prepared with the necessary information (program books, authentic documentation of a non-profit, letter from the director/eboard member).

Lessons Learned

Committee Breakdown
As the Hospitality Director, you will be in charge of a team to cater to the conference staff and attendees. Your efforts will make the experience of a staff member and conference attendee more enjoyable and comfortable.

Committee Members
It will be your responsibility to get to know each of your committee members. You’ll be able to match their personality with task and keep the team dynamics positive and productive.

It would be helpful to do ice breakers and make a document with each members picture and basic information so they not only familiarize with you but as a team.

Conference Calls
Conference calls are a way for the whole team to touch base on projects and communicate to the whole team beyond emails and messages. You can get a conference call line for free at: freeconferencecall.com. On this site you are able to send announcements of when calls are and organize members through their specific time zone so no time mix ups will occur!

Conference calls may start off slowly but should become consistent with the increasing project deadlines and events leading up to conference. Make calls effective by not going over an hour and sticking to an agenda. Planning out what to talk about over the call will guide the conversation. Sending out the agenda a day or more before the call will help members form inputs and ideas so the conversation is more of a discussion rather than you just talking the entire time.

It would also help to have task and goals assigned to specific members. This will ensure task are held accountable and members participate. Review these items at the end of the call and follow up with the members

Conference call checklist

  • agenda
  • attendance of members
  • ice breakers
  • task and goals till next call

Dashboard
The dashboard for the Hospitality Committee will be important in keeping track of specific projects that may also involve other committees. Make sure to check on the progress of these projects and delegate task accordingly in your team. If any dates seem in reasonable or you want to make more task, speak to the executive directors!

Meals for staff
As mentioned before, approaching restaurants with inclined donations will help the budget overall. However this is a challenge with the state of the economy. It’s also a good idea to check if they have group prices or non-profit discounts.

Do not forget to include the staff count and how many meals are needed. Also come prepared with the necessary information (program books, authentic documentation of a non-profit, letter from the director/eboard member).

Conference Day
As the Hospitality Committee, You’ll be greeting attendees and directing them to the right areas. Please review the schedule and acknowledge any changes made to the schedule. Refrain from mingling together or hanging out with friends, your main priority is helping attendees and guiding those who are lost or confused. Do not hesitate in approaching attendees if they look helpless! Introduce yourself and offer them your assistance. ALWAYS BE POLITE and do not get angry or loud with any attendee. One negative interaction, especially with staff can alter their entire experience at conference.

The committee will also help logistics and programming with ushering attendees to the schedule event. This will help ensure the timing of the schedule and starting/ending things on time!

Reference Material

Appendix

Comments

Powered by Facebook Comments


Help us improve the wiki Send Your Comments