SPHM - Hotel Pre-Opening Checklist

HOTEL PRE-OPENING SETUP PROPOSAL
PRE-OPENING CHECKLIST
(BRAND COMPLIANCE)
Prepared by Agustinus Agus Purwanto, SE MM

PRE-OPENING CHECKLIST (BRAND COMPLIANCE)
This checklist is submitted to you in order to assist in the orderly transition of a hotel into the
Sun Paradise Hotel’s system. Under the terms of your agreement with Sun Paradise Hotels
Management once your hotel is branded as a Sun Paradise hotel, it is your obligation to
ensure that all Sun Paradise Hotel trademarks and service marks are up to the standards of
Sun Paradise Hotel.

A. UMBRELLA GUIDELINES ..................................................................... 4
B. STATIONERIES AND FORMS.............................................................. 5
C. FRONT OFFICE / RESERVATION ITEMS....................................... 6
D. GUEST ROOM ITEMS .............................................................................. 7
E. SIGNAGES AND FLAGS ....................................................................... 10
F. ADVERTISING .......................................................................................... 11
G. E-COMMERCE .......................................................................................... 12
H. OUTLET NAMES ...................................................................................... 13
I. SALES CONTRACTS ............................................................................... 14
J. DOCUMENTS FOR OPENING ............................................................ 15
K. HOTEL OPERATION MANUAL ........................................................ 16
L. HOTEL STANDARD OPERATING PROCEDURES .................... 17
M. CONTACT DETAIL................................................................................. 18

FOR COMPANY MANAGED AND FRANCHISE HOTELS
The following outlines general guidelines for the pre-opening for Company Managed Hotels
and Franchise hotels:
A. UMBRELLA GUIDELINES
1) Ensure that usage of any Sun Paradise Hotel trademarks, service marks, script, slogans, or
emblems is up to the standards. Ensure that 1) guests are being advised that the hotel is a Sun
Paradise property, 2) telephones are answered “Sun Paradise Hotel”.
The following is a checklist of items which may carry the words Sun Paradise Hotel, or the
service marks for this property. The blank spaces next to each item are for your convenience
in using this checklist, as well as for the use of Sun Paradise Hotels Management or any
other designed Sun Paradise Hotel officer who will conduct an audit.
Prepared by Drs. Agustinus Agus Purwanto, SE MM CHA


_
B. STATIONERIES AND FORMS REMARK:
 Business Card _____________________

 A4 Letterhead A4 _____________________
 A4 Letterhead Continuation Page A4 _____________________
 A4 Facsimile A4 _____________________
 A5 Letterhead A5 _____________________
 A4 Envelope A4 _____________________
 A5 Envelope A5 _____________________
 Note Pad _____________________
 Domestic Mail Envelope _____________________
 Airmail Envelope _____________________
 Sun Paradise Club Floor Domestic Mail Envelope _____________________
 Sun Paradise Club Floor Airmail Envelope _____________________
 Sun Paradise Club Floor A4 Letterhead _____________________
 Sun Paradise Club Floor A5 Letterhead ______________________
 Sun Paradise Club Floor Note Pad ______________________
 Compliments Slip _____________________

 Postcard _____________________
 Sales Kit/ Press Kit Folder _____________________
 PPT or Overhead Project Use _____________________
 Instruction Internet _____________________
 Instruction Internet Text _____________________

_
C. FRONT OFFICE / RESERVATION ITEMS REMARKS
 Guest Folio __________________

 Guest Folio Folder __________________
 Guest Message Note __________________
 Guest Message Envelope __________________
 Registration Form __________________
 Gift Certificate __________________
 Group Registration Envelope __________________
 Key Card (For Normal Guest Floors) __________________
 Key Card Holder __________________
 Key Card (For Sun Paradise Club Floor) __________________
 Key Card Holder (For Sun Paradise Club Floor) __________________
 Tariff Card __________________
 Staff Name Tag __________________
 Employee ID Card __________________
 Questionnaires __________________
 Luggage Claim __________________
 Luggage Tag __________________
 Please Bring Me To…Card __________________
 Front Desk Writing Pad __________________
 Welcome Drink Coupon __________________
 Cash Paid Out Voucher __________________
 Declaration Of Lost Deposit Receipt __________________
 Deposit Receipt __________________
 Due Back Voucher __________________
 Guest Preference Card __________________
 Miscellaneous Charge Voucher __________________
 Rebate Voucher __________________
 Room/Rate Charge Slip __________________
 Safe Deposit Box Record __________________
 Key Authorization Form __________________
 Join-in Authorization __________________
 Pickup Board __________________
 BC Equipment Rental Form __________________
 Brochure Rack __________________

_
D. GUEST ROOM ITEMS REMARK
 Ball Pen (For Ordinary Floor) _____________

 Ball Pen (For Sun Paradise Club Floor) _____________
 Pencil (For Ordinary Floor) _____________
 Pencil (For Sun Paradise Club Floor) _____________
 Shoe Mitt (For Ordinary Floor) _____________
 Shoe Mitt (For Sun Paradise Club Floor) _____________
 Slipper (For Ordinary Floor) _____________
 Slipper (For Sun Paradise Club Floor) _____________
 30g Bath Salt (For Ordinary Floor) _____________
 30g Bath Salt (For Sun Paradise Club Floor) _____________
 Ramie (For Ordinary Floor) _____________

 Ramie (For Howard Johnson Club Floor) _____________
 Razor with 10g Cream (For Ordinary Floor) _____________

 Razor with 10g Cream (For Sun Paradise Club Floor) _____________
 Tooth Brush with 6g MAXAM (For Ordinary Floor) _____________

 Tooth Brush with 5g Colgate （For Howard Johnson Club Floor) _____________
 Shower Cap (For Ordinary Floor) _____________

 Shower Cap (For Sun Paradise Club Floor) _____________
 50g Bath Soap (For Ordinary Floor) _____________
 50g Bath Soap (For Sun Paradise Club Floor) _____________
 25g Hand Soap (For Ordinary Floor) _____________
 30g Hand Soap (For Sun Paradise Club Floor) _____________
 35ml Shampoo (For Ordinary Floor) _____________
 50ml Shampoo (For Sun Paradise Club Floor) _____________
 35ml Conditioner (For Ordinary Floor) _____________

_
REMARK
 50ml Conditioner (For Sun Paradise Club Floor) _____________
 35ml Bath Foam (For Ordinary Floor) _____________
 50ml Bath Foam (For Sun Paradise Club Floor) _____________
 35ml Body Lotion (For Ordinary Floor) _____________
 50ml Body Lotion (For Sun Paradise Club Floor) _____________
 Comb (For Ordinary Floor) _____________
 Comb (For Sun Paradise Club Floor) _____________
 Vanity Pack (For Ordinary Floor) _____________
 Vanity Pack (For Sun Paradise Club Floor) _____________
 Sanitary Bag (For Ordinary Floor) _____________
 Sanitary Bag (For Sun Paradise Club Floor) _____________
 Match (For Ordinary Floor) _____________
 Match (For Sun Paradise Club Floor) _____________
 Sewing Kit (For Ordinary Floor) _____________
 Sewing Kit (For Sun Paradise Club Floor) _____________
 10g Detergent (For Ordinary Floor) _____________
 10g Detergent (For Sun Paradise Club Floor) _____________
 Shoe Polisher (For Ordinary Floor) _____________
 Shoe Polisher (For Sun Paradise Club Floor) _____________
 Cup Pad _____________
 San Cup Cover _____________
 Muddler _____________
 Bathrobe Tag _____________
 Laundry/Dry Cleaning/Pressing Service List _____________
 Laundry Bag _____________
 Guest Service Directory _____________

_
 In Room Safe ______________
 Mini Bar Folder ______________
 Mini Bar Checklist ______________
 Door Hanger - Breakfast Menu ______________
 Door Hanger - Attendant On Duty ______________
 Door Hanger - Maintenance Work In Progress ______________
 Door Hanger - Do Not Disturb ______________
 Umbrella Card ______________
 Shoeing Kit ______________
 Shoe Shine Basket Liner ______________
 Cleaning Outside Window Card ______________
 Carrier Bags ______________
 Bed Linen Re-use Card ______________
 Towel Re-use Tag ______________
 Wrapping Paper With Logo ______________
 Glass Panel Sticker ______________
 Complimentary Card ______________
 No Smoking Signage ______________
 Emergency Exit ______________
 Hand Towel 510*920mm ______________
 Bath Towel 800*1500mm ______________
 Bath Mat 900*500mm ____________
 Face Towel 320*320mm ______________
 Bathrobe (thin) ______________
 Bathrobe (thick) ______________
 Hair Dryer Bag ______________
 Newspaper Bag ______________

E. SIGNAGES AND FLAGS REMARKS


 Hotel Flag ________________________________
 Sun Paradise Brand Flag ________________________________
 Car and Van Signage ________________________________
 Directional Signs ________________________________
 Building Top Signage ________________________________
 Canopy Signage ________________________________
 Entrance Metal Plate Signage ________________________________
 Indoor Signage ________________________________
 Outdoor Signage ________________________________
 Hotel Name Signage ________________________________

F. ADVERTISING REMARKS
 Factsheet _____________________________________
 Brochures _____________________________________
 Ad _____________________________________
 Wall Ad _____________________________________
 Billboard _____________________________________

G. E-COMMERCE REMARKS
 Email Banner _____________________________________
 Signature Bar _____________________________________

H. OUTLET NAMES REMARKS
Lobby Lounge ________________________________
Executive Lounge ________________________________
Coffee Shop ________________________________
Restaurant ________________________________
Banquet Ballroom ________________________________
Meeting Room ________________________________
Sun Paradise Club Floor ________________________________
Sun Paradise Club Lounge _______________________________
Fitness Center ________________________________
Spa ________________________________
Business Center ________________________________
Kid Club ________________________________

I. SALES CONTRACTS
A copy of the Sales Contracts should be given to Director of Sales & Marketing, Sun
Paradise Hotel Management for file.

J. DOCUMENTS FOR OPENING REMARKS
 DBQ ________________________________
 Insurance ________________________________
 Fire Bureau approval ________________________________
 Business License ________________________________
 PRM Training ________________________________
 Opening Announcement ________________________________
 Hotel Hand Over ________________________________
 As per Built Drawing ________________________________
 Tax License Number ________________________________
 Building Permit ________________________________
 Assets Management Register ________________________________

K. HOTEL OPERATING MANUAL REMARKS
 Hotel Design Manual ____________________

 Hotel Electrical Requirement Manual ____________________
 Hotel Standard Requirement Manual ____________________
 Hotel Front Office Operation Manual ____________________
 Hotel Reservation Operation Manual ____________________
 Hotel Concierge Operation Manual ____________________
 Hotel Housekeeping Operation Manual ____________________
 Hotel Laundry Operation Manual ____________________
 Hotel Food & Beverage Service Operation Manual ____________________
 Hotel Food & Beverage Production Operation Manual ____________________
 Hotel Spa & Recreation Operation Manual ____________________
 Hotel Accounting Standard Manual ____________________
 Hotel Sales & Marketing Operation Manual ____________________
 Hotel Engineering Operation Manual ____________________
 Hotel Human Resources Operation Manual ____________________
 Hotel Safety & Security Operation Manual ____________________

L. HOTEL STANDARD OPERATING PROCEDURES
 Hotel Front Office [Full] SOP ____________________

 Hotel Front Office Bell Staff SOP ____________________
 Hotel Front Office Reservation SOP ____________________
 Hotel Front Office Concierge SOP ____________________
 Hotel Housekeeping [Full] SOP ____________________
 Hotel Housekeeping Lost & Found SOP ____________________
 Hotel Housekeeping Turn-Down Service SOP ____________________
 Hotel Housekeeping Laundry SOP ____________________
 Hotel Food & Beverage Service SOP ____________________
 Hotel Food & Beverage Production SOP ____________________
 Hotel Spa & Recreation SOP ____________________
 Hotel Sales & Marketing SOP ____________________
 Hotel Engineering SOP ____________________
 Hotel Human Resources SOP ____________________
 Hotel Safety & Security SOP ____________________
 Hotel Uniform System of Account SOP ____________________
 Hotel Account Administration SOP ____________________
 Hotel Account Receivable SOP ____________________
 Hotel Account Payable SOP ____________________
 Hotel Master Key Control SOP ____________________

M. CONTACT DETAIL
 Contact Person: Drs. Agustinus Agus Purwanto, SE MM CHA
 Address: Jl. Danau Beratan Gg Mangga No. 2 A
Banjar Kulibul Kawan - Tibubenenbg
Kuta Utara – Badung – Bali 80361
 Mobile: +62 812 9444 1224
+62 821 4586 2051
 BB PIN: 28C89A61
 Email: agustinus.aguspurwanto@yahoo.com
 Skype: agustinus.agus.purwanto48
 Website: www.linkedin.com/in/agustinusaguspurwanto

CHECKLIST AND COUNTDOW N FOR PRE -OPENING ACTIONS
ADMINISTR ATION: GENERAL M AN AG E MENT
Deadline Month before Opening Description Progress Status
+6 Action Not In Comp- Remarks

months -6 -5 -4 -3 -2 -1 Started Progress leted
General Manager introduction to owning

company and engineers project
General Manager work permit / visitor’s

permit / drivers licence
Choice of legal consultant
General Manager legal authorisations
Leases: General Manager housing and pre-

opening offices
Reception pre-opening budget
Opening of bank account
Receipt of funds
Temporary set up of administrative offices
Supplies (furniture, equipment, office

equipment)
Office, equipment and furniture
Set up of communications systems –

administrative offices – telephone – Fax –
email – Internet
PROJECT: OPENING DATE: DATE: MONTH NO:

EFFECTIVE DATE:
Page 1

Photocopy machines
Hire General Manager secretary
Reception documentation / project studies

 Feasibility
 Financial plan
 Income tax law
 Economics and local environment
 Contracts and agreements
 Marketing & Sales Commercial Plan
(PAC)
 Basic hotel program
 Technical data
 Small Operating Equipment-Furniture
Fixtures Equipment lists
 Survey studies for Pre-opening Budget
establishment

EFFECTIVE DATE:
Page 2

Reading of all documents for general infor-

mation
Reception manuals
 Welcome Charter + and Product Stan-
dards
 General Manager Agenda
 Human Resources
 Food & Beverage
 Financial
 Rooms Division
 Commitment to Excellence
 Moments
 Hotels Security
 Hotels Food & Safety
 Hotel Pools
Ensure knowledge of procedures manuals

and subsequently distribute them to de-
partment / section heads for execution
Follow up of actions defined in the Pre-

opening manual
Work site follow up

 Site photographs
 Mock-up rooms
 Work site meetings
 Progress reports

EFFECTIVE DATE:
Page 3

General Manager monthly report to Re-

gional Managing Director
Commercial protection
 Hotel / Resort
 Restaurants/Bars
 Salons/Banquet rooms
Rights to set up signs – public area
Install public hotel sign

 On-site
 Airport
Enrol hotel with required agencies

EFFECTIVE DATE:
Page 4

Enrol General Manager and Expatriates for

Ircafex withholdings
Licences to operate hotel services
Insurance
 Hotel vehicles insurance
 Third party coverage during construc-
tion
 Work place accident insurance
 Stocks
 Insurance plan following opening
Security during construction
Authorisation for remittances in foreign cur-

rencies
 Ircafex
 Expatriate salaries
 General import costs
 International promotional / advertising
costs
 Technical assistance fees
 Fees for other hotel operations and
other operating expenditures
 Travel expenses, etc
Import licences

EFFECTIVE DATE:
Page 5

Security contract
Contacts
 Embassies
 City Hall
 Airlines representatives
 Hotels representatives
 Hotel trade union
 Tourist office
 Police
 Fire department
 Chambers of Commerce
 Hotel management colleges
 Etc.
Regular visits to the work-site and on-site

remarks regional engineer faulty work
Hotel organisation chart
Job descriptions
Department / section operating programs
Choice of employment agency (optional)
Market for local purchases

EFFECTIVE DATE:
Page 6

Definition of hotel purchasing policy
Interview department / section head candi-

dates
 Expatriates
 Local
Shop contracts
Meeting with Sales & Marketing Director RE

sales co-ordination. Sales blitz and sales
actions
Draw up reserve lists with Technical Direc-

tor-DM (upon his arrival)
Procedures for non-conformity reserves
Summary of Pre-opening budget manning

level and hiring schedule
Social benefits plan

 Personnel housing
 Transport
Training plan
 Local
 Abroad

EFFECTIVE DATE:
Page 7

Hire Personnel Manager
Distribution of manuals, Pre-opening Ac-

tions guide and Check Lists to heads of
departments
Prepare files for department and section

heads
Legal text for employment contracts (per-

manent / temporary / seasonal)
Weekly meetings of section heads. Pre-

opening budget actions follow up.
 Non-conformity reserves
Draft internal policy and regulations
Legal text of internal regulations
Organisation of reception for hotel and of-

fices

EFFECTIVE DATE:
Page 8

Security / fire and emergency instructions

for the hotel
Certificate of safety and hygiene
Negotiation of shop contracts
Define policy on invitations and expenses

for hotel promotion
Transfer of temporary offices to the hotel
Telephone distribution
Room pass reception keys
Spare parts stocks
Maintenance contracts following guarantee

EFFECTIVE DATE:
Page 9
CHECK LIST AND COUNTDOWN FOR PRE-OPENING ACTIONS
PERSONNEL DEPARTMENT - ADMINISTRATION
HOTEL PROJECT : DATE :

OPENING DATE : MONTH NO.:
DEADLINE MONTH BEFORE OPENING PROGRESS STATUS
DESCRIPTION
+6 MONTHS NOTE -6 -5 -4 -3 -2 -1 ACTION NOT STARTED IN PROGRESS COM- PLETED REMARKS
NO. MONTHS
- Job description of HRM defined by the GM.

- Draw up the “job application form”
- List of expatriate and management
positions:
Establish salary conditions, Check
hiring calendar
~ Updated information sheet supplied
by Regional Office
~ Plan of Action at start of position (GM)
~ Monthly status report
- Coordination and application of salary
slips with FIN
- Classification of job by category and
set up of salary scales pre-opening
research, standard practices, contact
with the HPs of competiting hotel, etc.
- Prepare set of tests in accordance with
the job category
~ paper and pencil
~ test of manual abilities
~ linguistic test
- Establish procedures and operational
manual for personnel management
referring to HP manual on the following
subjects:
~ Recruiting
~ Create employee file Updating with
~ Daily administration Eagle Software
~ End of contract
~ Administration of hotel N/A
managers
- Establish hotel house rules according
to hotel procedures
- Prepare training/info for dept. heads
and section supervisors on :
~ procedures to be followed by
personnel in their section,
~ working conditions and important
points of local legislation,
~ trade union situation, if applicable.
- Establish a management committee
for employee cafeteria and define :
~ number of meals,
~ cost of meals & payment,
~ draw up menus, respect diets,
~ hygiene supervision,
~ cafeteria activities.

DESCRIPTION
NO. MONTHS
- List reports that need to be filled out
for local admin. & annual & monthly
deadlines etc.
- Draw up outline for an orientation
Breakdown program for new employees according
hours for each to Chain procedure. The section
position group concerning :
~ Chain and hotel objectives,
~ Client segments,
~ Organization of services provided by
sections to be determined by DH during
coordination phase in pre-opening
training plan
- Draw up a schedule listing, according to
category, benefits accorded to personnel
such as :
~ Meals for employees and/or families,
~ Employee and/or family housing
(and type),
~ Use of hotel restaurants,
~ Use of hotel equipment (sports, etc.),
~ Laundry,
~ Holidays,
~ Parking
- Prepare welcome booklet for distribution Insertion to staff's
to employees. handbook.
- Plan staff recruiting.
~ When, where, how and with which
department head,
~ Prepare letter formats for
negative response,
~ Prepare standard letter of employment

while waiting for contract to be sent.
- Prepare files on staff hired. On going
File unsuccessful applications.
Create a file for good applicants not hired
( for replacement, extras)
- Establish a book to list all the agreement Need to be revised
signed by hotel management and w/lawyer
employee's representatives since
its creation
- Set up tracking tables for control of :
~ Mendays,
~ Global employee compensation,
~ Turnover,
~ Absenteeism,
~ Other dates
- Set up a computerized system: Eagle system to be
~ Personnel management, confirmed

DESCRIPTION
NO. MONTHS
~ Training management.
- Installation of department offices
On Going - Participation in pre-opening meetings on going
of executive committee
On Going - Follow-up of check lists on going
PERSONNEL DEPARTMENT - OPERATIONAL

DESCRIPTION
NO. MONTHS
- Prepare job profile and specifications.
- Adjust manning guide:

~ Productivity data
~ Mendays/manning levels
~ Competitive salaries corresponding to
salary scales established by category
~ Payroll expenditure
~ Food & lodging costs
~ Recruiting schedule in accordance with
operational requirements and training
plans during pre-opening
~ Asses total costs under the following
headings salaries/payroll/training
- Inform the various departments of the
pre-opening training plan phases:
~ Coordination phase
> GM objectives
> Definition of standards
> Plan Integration of personnel
> Knowledge environment
> Plan technical operations
> Preparation and welcome of
department heads
~ Training phase for department heads
and assistants
> Information on standards, action
plan
> Role of training for department
heads
> Prepare training programs and
course materials
> Follow-up and running of sections
(cleaning receiving equipment).
> Prep. of employee orientation on
first day
~ Employee training phase:
> Orientation,
> Training,
> Set up sections.
~ Opening phase:
> Follow-up of on-the-job training.
> Corrective measures.
> Duration of each phase.
> Participants for each phase.
PERSONNEL DEPARTMENT - OPERATIONAL

DESCRIPTION
NO. MONTHS
- Prepare Inter-hotel training
for certain managers without hotel
experience. Decide on the objectives of
the training
- Organize training sessions with dept.
head and their assistants on:
~ Work regulations,
~ Personnel management procedures, as
appropriate.
- Create a system for issuing equipment
(knives, tools for the maintenance section)
and uniforms and coordinate their purchase
with the departments concerned (kitchens,
technical etc..)
- Coordinate with each department
timetables for use of cafeteria.
- Ensure that coordination meetings are
carried out in the hotel, plus
communications meeting within each
section
- Plan recruiting phases with the sections ( date, no. of employee for each
positions).
- Begin recruiting phases.
> Advertising for Supervisor level
> Conclude hiring of Supervisor
> Advertising for rank & file level
> Conclude hiring of rank & file level
- Ensure that one set of each item of
equipment used in each department will be
received at the appropriate time as set in
the pre-opening training plan.
- Prepare a hygiene/security/fire protection
plan for each department.
- Implement the pre-opening training plan.
- Determine shifts, timetables, and display
them (normally provided for in the
training plan)
- Review with section supervisor the
evaluation system for the trial period and
obtain within the time limits set their
reports. Send letters:
~ of renewal in case of successful
trial period.
~ of termination in the case of
unsuccessful trail period.
PERSONNEL DEPARTMENT - LEGAL

DESCRIPTION
NO. MONTHS
- Notify the necessary local authorities
of the hotel's existence:
~ Labor agency
~ Social security, other gov't agencies
- Draw up the various models of
employment contracts.
- Check/obtain the necessary authorization
to obtain work permits for expatriates.
- Check on possible restrictions regarding
certain nationalities.
- Check the national and local trade union
situation
~ Union representatives,
~ Collective agreements,
~ Representation in the hotel and
legislation usage relating to this,
~ Elections,
~ Meetings,
~ Offices which must be placed at
union disposal,
~ Types of demands conflicts,
- Research into group Insurance for
management and non-management
personnel :
~ Medical, death and disability costs,
~ Retirement,
~ Accident while traveling etc. within
the local context,
- Draw up a list of personnel department
obligations regarding administrative labor
organizations
- Are there certain types of employment
reserved for certain categories of people
(handicapped etc.)?
- Check when consultation with personnel
may be necessary. If the hotel signs an
agreement, register it in the book used
for this purpose.
- Check legislation concerning hygiene
and security measures
PERSONNEL DEPARTMENT - PERSONNEL

DESCRIPTION
NO. MONTHS
- Recruiting and training of
~ Training Mgr
~ Ass. FIN
~ Secretarial staff, etc.
Define distribution of jobs and responsibilities.
Job description and action plan.
Establish communications channels.
- Plan and purchase Personnel and
Training office equipment
~ Filing cabinets must allow restricted
access to ensure confidentiality
~ Personal computers (word processor,
personnel management software,
training follow-up)
~ Bulletin board
~ Wall planning board
~ Furniture
~ Stationery
~ Training room supplies
~ Audiovisual equipment
- Locker room equipment plan/purchase-
issuing system
- Plan/purchase of equipment for employee
"game" room
- Plan/purchase of equipment for the
cafeteria
PERSONNEL DEPARTMENT - MARKETING

DESCRIPTION
NO. MONTHS
- Apply Corporate Identity Standards when
preparing various stationery supplies (logo)
~ Job application form
~ Contract
~ Procedures
~ Welcome booklet
- Contact with real estate agencies, place
ads etc. to find housing for management
and possibly local personnel.
- Prepare advertisements for
management positions
- Write a general ad giving Information on
the opening of the hotel and inviting
people to a reception presenting:
~ the Chain
~ the hotel
~ future developments.
- Coordinate provision of uniforms in
accordance with the Chain corporate
identity
- Obtain hotel posters for
cafeteria decor
- Write specific ad for recruiting according
to position or department:
~ newspapers
~ radio
- Presence in local hotel schools for :
~ Recruiting
~ Subsequent training
~ Use of schools support services
- Publication of an in-house newspaper.
PERSONNEL DEPARTMENT - TECHNICAL

DESCRIPTION
NO. MONTHS
- Organize the housing for:
~ Managers,
~ Possibly local personnel,
Purchase of furnishings/crockery/linen.
Draw up an inventory prior to
occupation and on departure.
- Organize transport of management
personnel and later, employees:
~ Minibus (maintenance),
~ Driver,
~ Timetables.
- Plan/test equipment received for
Personnel and Training offices:
~ Machine to make hotel badges
(if applicable),
~ Camera to take any necessary photos

in making identity cards for personnel,
(badges)
~ Beverage vending machines for
personnel use,
~ Public telephone for personnel use,
~ Slide/film projectors/VCR
- Equip training room:
~ Location/size,
~ Air conditioning, lighting, soundproofing,
~ Equipment/furnishing,
~ Audiovisual equipment.
- Coordinate Installation of personnel
locker rooms:
~ Check the location and size
(legal requirements)
~ Ensure that a sufficient number of
lockers are purchased (legal
requirements):
Lockers for coats,
Mirrors/decor,
Benches
Plumbing/sanitary equipment/shower
~ Establish an issuing system for keys
to locker room lockers.
~ Check that hygiene and security
measures are respected.
~ Establish corresponding procedures.
- Equip personnel "game" room if applicable:
~ Furnishings (armchairs, etc.),
~ Television,
~ Ping pong table, etc.
- Coordinate installation of personnel
cafeteria :
~ Check location and surface area,
~ Ensure the purchase of:
Furnishings,
Equipment, (TV)
Decor,
Bulletin board,
Beverage vending machine, etc.
- Establish staff parking procedure and pass
procedure if appropriate.
- Coordinate with the section heads on a
hygiene/security/fire program:
~ Legislation,
~ Fire aid training,
~ Liaison with local organizations,
~ Purchase of protective equipment
required by law (protective headgear,
footwear)
- Establish medical service:
~ Equipment,
~ First aid box,
~ Train personnel in first aid,
~ Timetables,
~ Emergency procedures.
- Establish a system of access control
(punching clock)
- Access procedure for personnel in

the hotel
HOTEL PRE-OPENING WORKS
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
ID Works Name Duration Start Assigned
Finish Finish Remarks
in Days Date to / Lead
Staff
1 Administration & General
2 Controls
3 Insurance
4 Determine Insurance Needs
5 Research Insurance Providers
6 Select Insurance Providor(s)
7 Ensure insurance is activated
8 Purchasing & Receiving
9 Implement purchase order system
10 Develop Inventory Management Reports
11 Payroll
12 Establish payroll procedures
13 SOP's
14 Develop A&G SOP's
15 Accounting Manual
16 Establish hotel credit policy and procedures
17 Develop internal forms
18 Set-up Cash Deposit Procedures
19 Banking
20 Set-up bank accounts
21 Set-up credit card agreements
22 Obtain licenses and permits
23 Liquor License
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
24 Business Licenses
25 Environmental Permits
26 Sales Tax Permit
27 Third Party Agreements
28 Leases
29 Retail
30 Develop Standards of Performance
31 Develop RFP
32 Release RFP
33 RFP Deadline
34 Lesee Selected
35 Lease executed
36 Employee Orientation
37 F&B
38 Develop Standards of Performance
39 Develop RFP
40 Release RFP
41 RFP Deadline
42 Lesee Selected
43 Lease executed
45 Financial Reporting
46 Daily Revenue Report
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
47 Daily Labor Report
48 Period Financial Statements
49 Period Ending Management Report
50 Planning
51 Proforma
52 Annual Strategic Plan
53 Complete First Year Operating Budget
54 Complete Pre-opening Budget
55 Develop forecasting program
56 3 Day Forecast (Rooms)
57 10 Day Forecast (Rooms and F&B)
58 Weekly Forecast (Total Property)
59 IT
60 Manual Back Up - SOP's
61 Timekeeping System
62 Telephone System
63 Simplex
64 Payroll System
65 OCV
66 Back Office System
67 Sales/Catering System
68 PMS
69 POS
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
70 Systems
71 PMS
72 Develop RFP
73 Develop Business Process
74 Determine Workstations: Amount and Location
75 Determine Budget
76 Release RFP
77 RFP Deadline
78 System Selected
79 System Specifications Determined
80 System Installed & Tested
81 System Training
82 POS
83 Develop RFP
86 Determine Budget
87 Release RFP
88 RFP Deadline
89 System Selected
92 System Training
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
93 Keylock System
94 Develop RFP
97 Determine Budget
98 Release RFP
99 RFP Deadline
100 System Selected
103 System Training
104 Back-Office System
105 Develop RFP
108 Determine Budget
109 Release RFP
110 RFP Deadline
111 System Selected
114 System Training
115 Entertainment System
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
116 Television
117 Develop RFP
121 Release RFP
122 RFP Deadline
123 System Selected
127 Music
128 Develop RFP
132 Release RFP
133 RFP Deadline
134 System Selected
137 System Training
138 Timekeeping System
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
139 Develop RFP
143 Release RFP
144 RFP Deadline
145 System Selected
148 System Training
149 Telephone System
150 Develop RFP
154 Release RFP
155 RFP Deadline
156 System Selected
159 System Training
160 Connectivity (Guest & Admin)
161 Develop RFP
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
165 Release RFP
166 RFP Deadline
170 System Training
171 Group/Catering Sales Management System
172 Develop RFP
176 Release RFP
177 RFP Deadline
178 System Selected
181 System Training
182 Secondary System
183 Develop RFP
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
187 Release RFP
188 RFP Deadline
189 System Selected
192 System Training
193 Develop comment card/guest feedback program
194 Determine survey sources/review samples
195 Develop comment forms
196 Develop survey procedures/system
197 Print comment cards/forms
198 Printed Materials
199 Business Cards
200 Payroll Checks
201 AP checks
202 Purchase Requisitions/Orders
203 Human Resources
204 Staffing
205 Organization
206 Develop Organizational Chart
207 Develop Staffing Guide
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
209 Customize Position "Must" Lists
210 Customize Position Job Descriptions
211 Develop Incentive Plans
212 Leadership Team
213 Sales Managers/Reservation Sales Agents
214 Managers
215 Employees
216 Develop reward/recognition programs for hourly employees
217 Recruitment
218 Management
219 Hire Senior Management Team
220 Select Search Firm(s)
221 General Manager
222 Director of Operations
223 Director of Rooms
224 Director of F&B
225 Spa Director
226 Hotel Controller
227 Chief Engineer
228 Revenue Manager
229 Director of Human Resources
230 Director of Sales & Marketing
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
231 Hire Department Heads
232 Select Search Firm(s)
233 Purchasing Manager
234 Front Office Manager
235 Executive Housekeeper
236 Food & Beverge Operations Manager
237 Banquet Manager
238 Beverage Manager
239 Executive Chef
240 Spa Manager
241 Accounting Manager
242 Hire Junior Managers
243 Rooms
244 Assistant Front Office Manager
245 Guest Service Manager
246 Chef Concierge
247 Assistant Executive Housekeeper
248 F&B
250 Restaurant Manager
251 Dining Room Chef
252 Banquet Chef
253 Garde Manager
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
254 Demi Chef
255 Pastry Chef
256 A&G
257 Night Manager
258 A&S
259 Reservation Sales Manager
260 Hire Sales Managers
261 Director of Catering
262 Senior Sales Manager
263 Executive Meeting Manager
264 Hire Catering Assistant
265 Conference Service Manager
266 Supervisors
267 Rooms
268 Front Office Supervisor
269 Housekeeping/Floor Supv
270 Housekeeping/Turndown
271 Housekeeping/Night
272 Bell Captain
273 Chef Concierge
274 Reservation Sales Coordinator
275 Food & Beverage
276 Dining Room Supervisor
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
277 Maitre De
278 Room Service Captain
279 Banqet Captain
280 Beverage Supervisor
281 Cafeteria Supervisor
282 Head Houseperson (Banquets)
283 A&G
284 Executive Administrative Assistant
285 Accounting
286 Credit Supervisor
287 Lead Night Auditor
288 Security
289 Security Supervisor
291 Engineering Supv
292 Engineering Administrative Assistant
293 Spa
294 Spa Supervisor
295 Hourly
296 Rooms
297 Front Office
298 Receptionist
299 Telephone
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
300 Bell Attendant
301 Door Attendant
302 Driver
303 Valet Office Attendant
304 Valet
305 Concierge
306 Night GSA/Night Auditor
307 Housekeeping
308 Room Attendant
309 Housekeeping Clerk
310 House Person
311 Room Attendant
312 Floor Care Attendant
313 Public Area Attendant
314 Turndown Attendant
315 Night Cleaner
316 Uniform Attendant
317 Laundry
318 Laundry Attendant
319 F&B
320 Casual Restaurant
321 AM Host/Hostess
322 AM Server
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
323 AM DRA
324 PM Host/Hostess
325 PM Server
326 PM DRA
327 Fine Dining Restaurant
328 Sommelier
329 Waiter
330 DRA
332 Back Waiter
333 Afternoon/High Tea
334 Runner
335 Server
336 Culinary
337 Banquet Cook
338 Prep Cook
339 Pantry Cook
340 Pastry Cook
341 Demi Cook
342 AM Cook
343 PM Cook
344 Banquet Cook
345 Cafeteria Attendant
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
346 Buffet Attendant
347 Beverage
348 Bartender
349 Barback
350 Cocktail Server
351 Banquets
352 Server
353 Houseperson
354 Temporary Staff
355 In-Room Dining
356 Server
357 Coordinator
358 Spa
359 Receptionist
360 Therapists
361 R&M
362 Engineer I
363 Engineering II
364 Engineering III
365 HVAC
366 Painter
367 Preventative Maintenance Tech
368 A&G
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
369 Security
370 Hours of Work
371 Time Clocks/Time Keeping
373 Associate Liaisons
374 Military Leave
375 Worker's Compensation Leave
376 FMLA Leave
377 Personal Leave
378 Email/Vmail
379 School Leave
380 Computer Equipment
381 Confidentiality
382 Reward & Recognition Program
383 Incorporate Parent Company SOP's
384 Develop MDSD Books/Procedures
385 Develop Internal HR Related Forms
386 Training
387 Service
388 Develop Service Standard Philosophy
389 Purchase Standards Manual
390 Customize Standards Manual
391 Develop Service Standards by Department/Position
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
392 Develop Job Skill Training by Department
393 Develop associate handbook
394 Sales and Catering Training
395 Develop Sales Training Program
396 Conduct Sales Training Program
397 Develop Catering Training Program
398 Conduct Catering Training Program
399 Management Training
400 Company Orientation
401 Interview/Recruitment Training
402 Team Building/Building an Effective Team
403 Train the Trainer (Skills and Knowledge Training)
404 Human Resources Procedures
405 BootCamp
406 Manager's Role
407 Active Listening/Effective Communication
408 Communicating and Gaining Commitment to Standards
409 Situational Leadership
410 Effective Coaching
411 SOP's
412 Develop Spa SOP's
414 Spa Menu
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
415 Rooms
416 SOP's
417 Develop Rooms Division SOP's
418 Printed Materials
419 Privacy Please Signs
420 Privacy Courtesy Note
421 Umbrellas
422 Telephone Pads
423 Dialing Instructions
424 Driving Directions
425 VIP Note Cards/envelopes
426 Fax Delivery Envelopes
427 Guestroom Note Pad
428 Valet Laundry Bag
429 Valet Laundry Price Sheet
430 Shoe Shine Bag
431 Shoe Shine Instructions
432 Activity Calendar
433 Newsletter
434 PBX
435 PBX Cut-Over from Pre-opening Office
436 Guest Services
437 Develop VIP program
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
438 Transportation
439 Vehicle Acquisition
440 Finalize schedules & routes
441 Review samples/pricing
442 Order final selection
443 Receive final selection
444 Apply logo
445 Develop preventive maintenance program
446 Vehicles in service
447 Roadwork
448 Determine route
449 Evaluate road condition
450 Make adjustment
451 Housekeeping
452 Contract Valet Dry Cleaning Service
453 Establish quantities and specifications
455 Interview contractors
456 Receive proposals
457 Award contract
458 Service available
459 Uniform Processing
460 Develop uniform issuance/storage procedures
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
461 F&B
462 SOP's
463 Develop F&B Division SOP's
464 Store Room
465 Establish Room locations
466 Develop Organization and Item Storage Locations
467 Develop Requisition Procedures
468 Employee Dining Room
469 Develop Hours of Operation/Staggered Meal Periods
470 Training of Staff
471 Fire & Test All Equipment
472 Area Cleaned
473 Finalize 20 Day Rotational Menu
474 Develop Pre Menu Planner
475 Develop Order Guide
476 Finalize Any Needed Purchases/Small Wares
477 Outlet Menus
478 Initial draft prepared
479 Leadership Team Review
480 Competitive Review/Analysis
481 Notes to Chef
482 New menus prepared
483 Final Review
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
484 Menu tasting
485 Menu specs and costing prepared
486 Menu Descriptions Available for Servers
487 Dining Room - Table Tops
488 Centerpiece - PM
489 Finalize Specifications and Amount
490 Review Samples
491 Order Selection
492 Selection Received
493 Vase - AM
496 Order Selection
498 S&P Shakers
500 Review Samples
501 Order Selection
503 Sugar - AM
505 Review Samples
506 Order Selection
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
508 Sugar - PM
510 Review Samples
511 Order Selection
513 Room Service - Table Top
514 Vase
516 Review Samples
517 Order Selection
519 S&P Shakers
521 Review Samples
522 Order Selection
524 Sugar
526 Review Samples
527 Order Selection
529 Banquets - Table Top
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
530 Centerpieces
532 Review Samples
533 Order Selection
534 Menu specs and costing prepared
535 Menu Descriptions Available for Servers
537 ADA Equipment
538 Finalize items & quantities
542 Stock
543 Rooms Linen
544 Develop bed linen & bath standard
548 Wash
549 Make beds/stock baths
550 China, Glass & Silver
551 Finalize service standard & quantities
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
555 Wash
556 Stock
557 Glassware-Other
559 Review Samples/Pricing
560 Order Final Selection
561 Receive Final Selection
562 Wash
563 Stock
564 F&B Linen
569 Wash
570 Stock
571 Kitchen Smallwares
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
576 Wash
578 Banquet Equipment
583 Wash
584 Stock
585 Select and procure grand piano
586 Guest Ice Machines
590 Install
591 F&B Consumables
596 Stock
597 Guest Bath Amenities
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
602 Stock
603 Guestroom Amenities
608 Stock
609 Guestroom Hair Dryers
614 Install
615 Guestroom Cosmetic Mirrors
620 Install
621 Maintenance inventory
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
626 Stock
627 Maintenance Tools
632 Stock
633 Maintenance Equipment
638 Stock
639 Housekeeping Equipment
644 Stock
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
645 Housekeeping Guest Consumables
650 Stock
651 Housekeeping Cleaning Supplies
656 Stock
657 Spa Equipment
662 Stock
663 Spa Guest Consumables
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
668 Stock
669 Spa Cleaning Supplies
674 Stock
675 Rooms Print & Stationary (Registration, key packet, etc.)
676 Guest Services Directory
677 Review Samples
678 Develop conent/mock-up
679 Review proof
680 Print final collateral
681 Key Packet
682 Review Samples
684 Review proof
686 Develop registration/check-out system and collateral
687 Review Samples
689 Review proof
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
691 Administration/Sales Print & Stationary (paper system)
692 Review Samples
694 Review proof
696 Uniforms
697 Review samples
698 Install
699 Postage Machine
704 Install
705 Fax Machines
710 Install
711 Computers/Printers
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
716 Install
717 Pool Equipment
722 Install
723 Guestroom Safes
728 Install
729 Security
730 Two-way radios
735 Install
736 Monitoring System
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
742 Keys
747 Stanchions
752 Sales & Marketing
753 Marketing Plan
754 Purpose
755 Story
756 Design
757 Care
758 Authenticity
759 Competition Analysis
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
760 Pricing Analysis
761 Spreading The Word
762 Website/E-Commerce
763 Publicity
764 Promotions
765 Sales Goals and Action Plans
766 Revenue Management
767 Implement group pace report
768 Implement group evaluator model
769 Establish stretch goals for Convention Services
770 Establish group room contribution goals for Sales
771 Develop daily transient demand by season
772 Set SST's
773 PMS Training
774 Set restrictions in PMS
775 Implement Rate Codes In PMS
776 Enter Packages Into PMS
777 Develop Merchandising Meeting agenda
778 Develop daily/weekly/monthly reporting
779 Develop forecasting system (daily, weekly, monthly, annual)
780 Develop Selling Strategy Calendar
781 Set Initial Selling Strategies
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
783 Guest Letters
784 Complete Basic Confirmation Letter
785 Complete Current Package Confirmation Letters
786 Create Insert with Cancellation/Change Policy
787 Gift Certificates
788 Develop Gift Certificate Options
789 Develop SOP's
790 On-Hold Message
791 Complete On-Hold Message Recording
792 Install On-Hold Message
793 Pre-Opening Callers and Drop In's
794 Phone Line Allocation
795 Develop SOP's
796 Develop Telephone Scripting
797 Staff Training
798 Training
799 Select Third Party Sales Training Program
800 Schedule Training
801 Packaging
802 Evaluate Valley Periods and Need Areas
803 Develop Packages
804 Develop Schedule For Package Roll Outs
805 Names
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
806 Conduct Area/Suite Naming Exercise
807 Add to Fact Sheet
808 Select AV provider
809 Determine scope of work
810 Compile list of bidders and interview
811 Receive proposals
812 Award contract
813 Develop AV Services Brochure
814 SOP'S/Office Organization
815 Develop sales proposals & contracts
816 Implement Account Coverage Program
817 Contract shopping service for Sales Managers
818 Develop repeat guest program
819 Direct Sales (Pre-opening)
820 Complete Catering blitz of CBD
821 Complete Business Travel blitz of CBD
822 Leisure individual
824 Initiate direct mail/e-mail campaign
825 Spreading The Word
826 Image/Brand
827 Conduct Image/Brand Exercise
828 Develop Positioning Statement
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
829 Develop Tag Lines
830 Develop Logo(s)
831 Develop Graphics Standards Manual
832 Advertising
833 Develop advertising/media plan by market segement
834 Create advertising
835 Media buys
836 Establish Tracking Mechanism for advertising campaign
837 Launch advertising campaign
838 Establish listings in directories (HTI, OHG, OAG, Official
839 meeting
Develop facilities guide)
in-room TV Promotion Video
840 Establish local yellow pages line listing
841 Evaluate potential of co-op advertising with CVB, etc.
842 Affiliations
843 Determine Need (Mobil, AAA, Preferred, LHW, etc.)
844 Coordinate Inspections
845 Establish Lodging Association Membership
846 Establish Restaurant Association Membership
847 Establish Chamber Membership
848 Sales Collateral
849 Develop facilities guide/presentation folder
850 Develop Pre-Opening Brochure
851 Develop Permanent Brochure
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
852 Develop Spa Brochure
853 Develop ancillary sales collateral/stationery
854 Develop Press Kit
855 Develop Property Maps
856 Develop Key Card Design
857 Develop Tariff Cards
858 Photography/Video
859 Coordinate photo shoot for permanent brochure
860 Photo shoot
861 Photography available
862 Video Shoot
863 Video Available
865 Hire PR Firm
866 Develop Media Kit
867 Write the Story
868 Develop hotel fact sheet
869 Develop Bio's
870 Select Photography
871 Solicit Editorials
872 Develop Media Visit Schedule
873 Develop community/regional partnerships (Arts, Film, etc.)
874 Establish listing/contact with local organizations (Chamber,
CVB, etc.)
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
875 Soft-opening PR Activities
876 Establish Pre-opening Date
877 Gifts
878 Select Client/VIP Gifts
879 Procure Client/VIP Gifts
880 Select Staff/Management Gifts
881 Procure Staff/Management Gifts
882 Construction Party
883 Determine list of attendees
884 Determine dates
885 Develop invitation
886 Develop invitation lists
887 Mail invitations
888 Detail events
889 Develop Program
890 Budget
891 Staffing Needs
892 Parking and Transportation
893 Floral and Decorations
894 Entertainment
895 Photography
896 F&B
897 Develop Menus
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
898 Procure Food
899 Procure Beverage
900 Develop Amenities
901 Procure Rentals
902 Pre-opening receptions
903 Determine list of target groups
904 Determine dates
908 Detail events
909 Develop Program
910 Budget
911 Staffing Needs
914 Entertainment
915 Photography
916 F&B
917 Develop Menus
918 Procure Food
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
921 Procure Rentals
922 Media Breakfast/Party
924 Determine date
928 Detail events
929 Develop Program
930 Budget
931 Staffing Needs
934 Entertainment
935 Photography
936 F&B
937 Develop Menus
938 Procure Food
941 Procure Rentals
942 Trial Visits
943 Management/Staff Overnights for Testing
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
944 Friends & Family Overnights
945 VIP Overnights
947 Hotel Opening Date
949 Determine date
953 Detail events
954 Develop Program
955 Budget
956 Staffing Needs
959 Entertainment
960 Develop Ancillary Activities for Guests
961 Procure Off-site Lodging
962 Photography
963 F&B
964 Develop Menus
965 Procure Food
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
968 Procure Rentals
969 On-line Reservations
970 Reservations Sales Agents Training
971 Develop On-line reservation web page
972 Load revenue management information (set selling strategies
973 and restrictions)
Develop PMS configuration documentation
974 Website
975 Research Web Hosting
976 Select Web Host
977 Design Web Pages
978 Test & Feedback
979 Load For Public Use
980 Packages
981 Leisure
982 Determine need dates
983 Determine target audience
984 Develop package
985 Develop package collateral/purchase advertising
986 Launch package advertising
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
990 Develop package
993 Wedding
996 Develop package
999 Repairs & Maintenance
1.000 Printed Materials
1.001 Maintenance Performed Courtesy Note
1.002 Cleaning Chemicals
1.003 Select warewashing and housekeeping chemical supplier
1.004 Install warewashing and housekeeping chemical equipment
1.005 Domestic Water
1.006 Determine water treatment for central plant
1.007 Preventive Maintenance Programs
1.008 Develop rooms preventive maintenance program
1.009 Develop public areas preventive maintenance program
1.010 Develop equipment preventive maintenance program
1.011 Develop chiller, KWH, gas and watertemp./pressure logs and
1.012 meter
Safetylogs
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
1.013 Ensure fire extinguishers are in place
1.014 Develop Safety Committee
1.015 Model Rooms
1.016 Coordinate move of model rooms
1.017 Repair Response System
1.018 Develop work order system
1.019 Research and Procure Work Order Software
1.020 Training
1.021 Guest Key Card System training
1.022 Television/Movies training
1.023 Mechanical/HVAC training
1.024 Guestroom PM program training
1.025 Public space PM program training
1.026 Building management system training
1.027 Signage
1.028 Administration & General
1.029 Select and procure exterior signage
1.030 Pre-opening offices
1.031 Locate and Prepare pre-opening offices
1.032 Relocate Pre-opening Offices to Hotel
1.033 Develop MOD manual
1.034 Develop risk management manual/evacuation plan
1.035 Obtain fire department approval of fire/evacuation plan
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
1.036 MSD Sheets
1.037 Compile MSD Sheets for all Chemicals
1.038 Construction/Building Preparation
1.039 Kitchen
1.040 Substantial completion
1.041 Punch
1.042 Submit punch list to Chef, Dir. F&B for comments
1.043 Punch list items corrected
1.044 Equipment commissioning complete
1.045 Area cleaned
1.046 Restaurant
1.048 Punch
1.052 Area cleaned
1.053 Meeting Space
1.055 Punch
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
1.059 Area cleaned
1.060 Lounge/Bar
1.062 Punch
1.066 Area cleaned
1.067 Retail
1.071 Area cleaned
1.072 Lobby
1.074 Punch
1.076 Area cleaned
1.077 Guestroom Punch
1.078 7th Floor
1.080 Punch
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
1.082 Area cleaned
1.083 6th Floor
1.085 Punch
1.087 Area cleaned
1.088 5th Floor
1.090 Punch
1.092 Area cleaned
1.093 4th Floor
1.095 Punch
1.097 Area cleaned
1.098 3rd Floor
1.100 Punch
1.102 Area cleaned
1.103 2nd Floor
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
1.105 Punch
1.107 Area cleaned
1.108 1st Floor
1.112 Area cleaned
1.113 Spa
1.115 Punch
1.117 Area cleaned
1.118 Building Exterior
1.120 Punch
1.122 Area cleaned
1.123 Landscaping
1.125 Punch
1.127 Area cleaned
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
1.128 Back-Of-The-House
1.130 Punch
1.132 Area cleaned
1.133 Uniform Room
1.135 Punch
1.137 Area cleaned
1.138 Procure uniform racks
1.139 Install Uniform racks
1.140 Administrative/Front Office
1.142 Punch
1.144 Area cleaned
1.145 F,F&E Installation
1.146 Guestrooms
1.147 7th floor
1.148 6th floor
1.149 5th floor
1.150 4th floor
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
1.152 2nd floor
1.153 1st Floor
1.154 Spa
1.155 Treatment Areas
1.156 Fitness Center
1.157 F&B
1.158 Lounge/Bar
1.159 Meeting Space
1.160 Restaurant
1.161 Public Areas
1.162 Lobby
1.163 Retail
1.164 Back-of-the-house
1.165 Administrative Offices
1.166 Kitchen/Engineering/Housekeeping
1.167 Testing/Documentation
1.168 All Areas Substantially Complete
1.169 Verify proper operation of all Life Safety equipment/systems
1.170 TCO
1.171 CO
1.172 Obtain "As Built" plans
1.173 Obtain all warranties and equipment information
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
1.174 Environmental/Recycling
1.175 Research Sources and Options
1.176 Develop SOP's
1.177 Contract Maintenance and Service Agreements
1.178 Rodent and Pest Control
1.179 Develop RFP
1.180 Receive Bids
1.181 Award Contract
1.182 Indoor Plants
1.183 Develop RFP
1.184 Receive Bids
1.186 Indoor Floral
1.187 Develop RFP
1.188 Receive Bids
1.190 Landscape
1.191 Develop RFP
1.194 Snow Removal
1.195 Develop RFP
1.196 Receive Bids
BY Hotel Management
SPHM Hospitality
Task
Proposed Actual
Staff
1.198 Mechanical
1.199 Develop RFP
1.200 Receive Bids
1.202 Life Safety
1.203 Develop RFP
1.204 Receive Bids
1.206 Secure Background Music
1.207 Design Received
1.208 Design approved
1.209 Receive Bids
1.210 Contract awarded
1.211 Service installed and tested

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HOTEL PRE-OPENING SETUP PROPOSAL

Prepared by Agustinus Agus Purwanto, SE MM

Prepared by Agustinus Agus Purwanto, SE MM

A. UMBRELLA GUIDELINES ..................................................................... 4

B. STATIONERIES AND FORMS.............................................................. 5

C. FRONT OFFICE / RESERVATION ITEMS....................................... 6

D. GUEST ROOM ITEMS .............................................................................. 7

E. SIGNAGES AND FLAGS ....................................................................... 10

H. OUTLET NAMES ...................................................................................... 13

I. SALES CONTRACTS ............................................................................... 14

J. DOCUMENTS FOR OPENING ............................................................ 15

K. HOTEL OPERATION MANUAL ........................................................ 16

L. HOTEL STANDARD OPERATING PROCEDURES .................... 17

Prepared by Agustinus Agus Purwanto, SE MM

FOR COMPANY MANAGED AND FRANCHISE HOTELS

Prepared by Drs. Agustinus Agus Purwanto, SE MM CHA

PRE-OPENING CHECKLIST (BRAND COMPLIANCE)

 Business Card _____________________

 Sun Paradise Club Floor Note Pad ______________________

 Compliments Slip _____________________

Prepared by Drs. Agustinus Agus Purwanto, SE MM CHA

 Guest Folio __________________

Prepared by Drs. Agustinus Agus Purwanto, SE MM CHA

 Ball Pen (For Ordinary Floor) _____________

 Ramie (For Ordinary Floor) _____________

 Razor with 10g Cream (For Ordinary Floor) _____________

 Tooth Brush with 6g MAXAM (For Ordinary Floor) _____________

 Shower Cap (For Ordinary Floor) _____________

Prepared by Drs. Agustinus Agus Purwanto, SE MM CHA

Prepared by Drs. Agustinus Agus Purwanto, SE MM CHA

Prepared by Drs. Agustinus Agus Purwanto, SE MM CHA

E. SIGNAGES AND FLAGS REMARKS

 Sun Paradise Brand Flag ________________________________

 Car and Van Signage ________________________________

 Directional Signs ________________________________

 Building Top Signage ________________________________

 Canopy Signage ________________________________

 Entrance Metal Plate Signage ________________________________

 Indoor Signage ________________________________

 Outdoor Signage ________________________________

 Hotel Name Signage ________________________________

Prepared by Drs. Agustinus Agus Purwanto, SE MM CHA

Prepared by Drs. Agustinus Agus Purwanto, SE MM CHA

 Email Banner _____________________________________

 Signature Bar _____________________________________

Prepared by Drs. Agustinus Agus Purwanto, SE MM CHA

H. OUTLET NAMES REMARKS

Lobby Lounge ________________________________

Executive Lounge ________________________________

Coffee Shop ________________________________

Banquet Ballroom ________________________________

Meeting Room ________________________________

Sun Paradise Club Floor ________________________________

Sun Paradise Club Lounge _______________________________

Fitness Center ________________________________

Business Center ________________________________

Kid Club ________________________________

Prepared by Drs. Agustinus Agus Purwanto, SE MM CHA

Prepared by Drs. Agustinus Agus Purwanto, SE MM CHA