High School Athletic Groups and Tournaments

High School Athletic Groups and Tournaments

H I GH S C HOO L A T H L E T I C G ROU P S A N D TOU R N AME N T S

SPORTS ASSURED

H I G H S C H O O L A T H L E T I C G R O U P S A N D T O U R N A M E N T S

B ANQUE T S q Set up welcome table with snacks and beverage for team’s arrival (and fans) according to banquet event order. Sales will man this table when team arrives, but banquets is responsible for replenishing and clean up. It consists of popcorn, cookies and lemonade…. some are chef ’s choice but always include cookies and lemonade . q It is unusual for high school teams to request banquet services. However, it is not unusual for Teams to request last minute meals and space in the ballroom or smaller meeting rooms can be used for these requests. Sales should make every effort to coordinate these requests prior to check-in so banquet event orders can be created. This doesn’t always happen so just be open to accommodating last minute requests. q Banquet space might also be used for team hospitality suite with decks of cards,TV, video game system, board games etc. B E L LMAN q Instructions should be given to bellman as to time of arrival of coaches or bus, so they can maintain a clear drive for unloading. q Please have confirmed parking space for buses and communicate to drivers so busses can be moved as quickly as possible after unloading.

COMP S E RV I CE S

q Breakfast is a BIG DEAL! Please ensure you are adequately staffed for a crowd. q Post Red,Yellow, Green light system (posters) with coordinating times to indicate breakfast flow for guests who may want to avoid a crowd and have a schedule that permits. q Manager’s reception may be busy depending on the tournament or team spor t. An event with a large team following could potentially fill the hotel-be prepared.

H I G H S C H O O L A T H L E T I C G R O U P S A N D T O U R N A M E N T S

F RONT DE S K

q Rooming lists are due theTuesday prior to arrival and will be put in on property by the ESM (event service manager or equivalent) and attached to the Group Resume. q Pre-block and pre-key all team rooms prior to arrival. A helpful practice-set up a banquet table in the lobby and use address labels for individual key packets for each player. If two or more to a room, they all get their own key packet (we used manila coin folders). Labels have last name/ first name & room number (Wi Fi code if needed). Place on table in alphabetical order, several rooming lists printed for the coaches in alphabetical order as well. This promotes no lines at the FD and no excessive discussions with coaches for key handoffs. q For VIP have a staff member at each elevator landing to direct confused players to their rooms; also, to make sure there were no guest room key issues. q Have movies and phones turned off in assigned rooms. q If we aren’t sold out the night prior, green block the rooms so they areVR the next day. q Try to keep them in an area of the hotel that is most quiet, close to elevators to eliminate need to walk to the other end of the hotel. q If team needs a later check out, give them 2 or 3 rooms late for showers, but still the ability to turn rooms around quickly. q Please give a copy for the updated rooming list with room numbers to the coach. See notes under Pre-block and Pre-key rooms. q “Do not move” placed on any coaches’ rooms that may have amenity delivered prior to check-in. q When assigning coaches rooms upgrade when possible. q Welcome letter/policies and procedures handed out-provided by sales or AGM rooms, Front Desk Manager or Supervisor. Samples attached. q Coordinate with housekeeping on any special instructions i.e. extra towels, shampoo, pillows etc. q Confirm contact/chaperone/coach’s cell phone number to ensure communication on noise complaints and or disruptions. q MultipleTeams/Tournaments-HOUSE ACCOUNTS (not Group Masters) are made for each team by sales so that the front desk can route those rooms to each team’s house account and that is where the form of payment for each team can be posted. We cannot use the Group Master because there are multiple teams under that block that have different forms of payment. q Ensure the Suite Shoppe is fully stocked-candy bars, sodas, energy drinks, Starbucks, aspirin, etc. Don’t lose an opportunity for additional revenue.

H I G H S C H O O L A T H L E T I C G R O U P S A N D T O U R N A M E N T S

HOUS K E E P I NG

q Assign the rooms to multiple housekeepers if the group is due in earlier in the day. q If all request stay over service, same thing to spread out the workload. q Anticipate the stay- put extra towels, shampoo etc. in the rooms prior to arrival. q If the group will be using the sofa bed, you can pre-make the sofa bed. q Offer incentives to coach or chaperone to pick up garbage in their own room and give pizza on one night for their effor ts.This reduces Houseman time in one room. q Ensure laundry is staffed and pool towel inventory levels are sufficient. q Additional Housemen/Lobby attendant hours may be required during large tournaments.

CUL I NARY

q Create specials for the duration of the team stay with them in mind. q Inexpensive appetizer plates: wings, chicken fingers, etc.…, small salads. q Pizza specials. q Create a team meal menu to offer at reasonable price. Pre-game meal, post-game snacks. q Adver tise and market the specials both on the menu and in bar. q Utilize QR codes to help adver tise specials-post at front desk and bar/restaurant. q Post tournament brackets and fill in accordingly each shift to help fans and teams follow tournament results. q Have tournament schedules available for guests and staff so we are prepared for down times when teams and fans have free time. q Coordinate with engineering to see if you can pick up any local televised events or tournaments.

H I G H S C H O O L A T H L E T I C G R O U P S A N D T O U R N A M E N T S

ACCOUNT I NG

q Let’s make it easy to get paid! q Payment-Teams can pay by credit card, school check or PO. Purchase Orders and or P-cards should be received at least seven days in advance (if possible). Schools sometimes can take 90 days to pay the PO’s. q Under each team cover sheet given to accounting by sales, have the rooming list that is sent to the team coach, listing everyone in each room. The proper ty created invoice sent out to each coach/AD, and city tax form and policies and procedure. q The invoice sent is what they use to either bring us the school check or they use to give to their purchasing depar tment when they use the credit card. q Make sure the coach has received a copy of the city tax form, so he can have it filled out upon arrival. They are told to bring their tax exemption form upon arrival and the front desk inputs their number into the house account for that team. q If commissionable to an intermediary, and all payments have been made, ensure commission payment is in process

S ECUR I TY

q No food and drink or glassware at the pool signage. q Quiet time signs for the floors. q Make sure security has contact info for coaches or chaperones in case they need to contact them during the night.

H I G H S C H O O L A T H L E T I C G R O U P S A N D T O U R N A M E N T S

SAMP L E WE LCOME L E TT E R

H I G H S C H O O L A T H L E T I C G R O U P S A N D T O U R N A M E N T S

SAMP L E S I GNAGE