# Destination conclave hospitality checklist

Sociana template v1.0, reviewed 2026-10-19. Tick items off, add an owner and a date beside each, and delete what does not apply.

## Three weeks out

- [ ] Lock a first guest list with designations
- [ ] Confirm hotel room block and release dates
- [ ] Issue travel and passport detail requests
- [ ] Agree rules for who gets which room category
- [ ] Appoint the hospitality desk lead and shifts
- [ ] Share the arrival window with the hotel

## Two weeks out

- [ ] Collect flight and train details from every guest
- [ ] Mark late responders and chase with a call
- [ ] Plan airport pickups by arrival cluster
- [ ] Confirm vehicles, drivers and backup cars
- [ ] Prepare dietary and allergy list for the venue kitchen
- [ ] Share protocol notes for senior guests

## One week out

- [ ] Publish room and pickup details to each guest
- [ ] Freeze the guest list and note exceptions policy
- [ ] Brief the hotel front office on VIPs and early check-ins
- [ ] Print the pickup sheet and driver board
- [ ] Test the SOS or help contact number
- [ ] Prepare welcome kits and name badges

## Arrival day

- [ ] Check each flight status in the morning
- [ ] Station desk staff at airport and hotel
- [ ] Match every arrival against the pickup sheet
- [ ] Hand over kit, room key and schedule
- [ ] Log any change in the running log
- [ ] Chase guests who have not been located

## During the conclave

- [ ] Review requests and complaints each morning
- [ ] Confirm transport for the day trips
- [ ] Check meal counts and special diets
- [ ] Keep a medical contact and nearest clinic details ready
- [ ] Record extra nights and room moves with approval

## Departure

- [ ] Confirm departure times and pickup slots
- [ ] Collect room keys and settle incidentals
- [ ] Handle luggage storage requests
- [ ] Check every guest is on their way
- [ ] Close the log and export final records

Source: sociana.in/templates/destination-conclave-hospitality-checklist/