Checklist · free
Destination conclave hospitality checklist
A 38-point checklist for hospitality at a destination conclave: guest list lock, flights, rooms, pickups, meals, medical, protocol and the arrival desk. Use it in the final three weeks and again on the first morning on site.
No sign-up needed.
Who it is for
- Corporate event managers running an out-of-town conclave
- Agencies managing the hospitality desk for a client
- Executive assistants coordinating senior guests
How to use it
- Print the checklist and divide it among the desk team on a shared sheet; each line has one name.
- Run the Three weeks out block first; it fixes the numbers everything else depends on.
- On site, use the Arrival day block as a morning briefing for the desk.
- Record exceptions and approvals in one running log so you can reconcile them afterwards.
The contents
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
Where it has been used
Built on field notes from a multi-day executive conclave, with arrivals, rooms and ground transport managed through a hospitality desk.
Questions people ask
When should the guest list lock?
Ten to fourteen days before arrival. After that, accept changes only through a named approver and record them, because each late change touches rooms, pickups and meals together.
How many people should staff the arrival desk?
Plan one person per arriving wave plus a floater, and a separate driver coordinator. Staff to the busiest hour of the arrival window, not the average, because clustered flights land together.
What about guests with special requirements?
Collect them early and mark them in the hospitality sheet, not in chat messages. The desk lead should review that list every morning, and brief drivers and the hotel the day before.
Want this running inside your event app?
Sociana turns lists like this into live screens, requests and reminders for your guests and your desk. A 20-minute walkthrough shows how.