10 Helpful Hospitality Desk Hints

Welcome DeskHospitality desks can add tremendous value for corporate event and meeting attendees. A hospitality desk can be:

  • a place for guests to receive a welcome drink, moist towel, welcome ameneties, and information packages upon arrival
  • a central point of contact where guests can get answers to questions and have their concerns addressed
  • a spot where guests can connect with dedicated meeting concierges and/or travel directors
  • a dedicated space where attendees can get information about local tours, excursions and dining options and booking them

Here are 6 helpful hints to ensure that hosptitality desks operate smoothly and effectively:

  1. Be sure to identify all associated costs so that there are no surprises.
    In addition to labour costs, be sure to include taxes, service charges, and, if applicable WiFi charges. Determine what meals, snacks, and transportation costs (including parking) will need to be covered for staff.
  2. Determine local laws and union regulations, if applicable, and set up the schedule to include all required meals and breaks.
  3. Select a strategic location where guests are likely to congregate.
    If it's an incentive trip and guests plan to spend most of their time at the pool and bar near the beach, there is no point in setting up the hospitality desk in the lobby.
  4. Provide a phone line and place to hook up a laptop.
  5. Ease of access is essential for hospitality desk effectiveness so make it mobile.
    Arrange to set a hospitality desk up whenever there is a welcome lunch, reception, dinner, or group meeting or event.
  6. Provide local maps and extra copies of the resort map, group itinerary, and tour brochures.
  7. Be sure to come up with customized tours, excursions, and any other optional activities if guests will be responsible for booking directly.
    If all options provided are "off-the-shelf", guests will simply treat them as a commodity and comb the Internt until they find the most cost-effective option.
  8. Communicate options in advance to give guests ample time and information to make decisions.
  9. Set up a dedicated web page or create an app to give guests access to information and an opportunity to book in advance and when the desk is closed.
  10. Be sure to provide support for the website or app.

Photo Credit: Tassoman

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