Preopening Playbook

Week Task Opening Responsible Person(s) %age Complete Status of Task

20 Begin collecting bids for potential guest room amenities/ companies

15 Determine how hotel cars will be handled/ begin search for co operational partners

12 Begin collecting bids for night, windows & chandelier cleaners

12 Full property tour

12 Prepare deep cleaning countdown

12 Review and learn the pre-opening staffing guide

12 Review post-opening staffing guide

12 Learn date of FF&E delivery

12 walk storage areas

12 Begin to look for permanent and contract seamstress

12 Review all candidates

12 Review pre-opening budget

12 Review post-opening budget

12 Complete organizational chart for the division

12 Determine number of radios/mobile phones needed for countdown

12 Order to have in place for countdown

12 Review local vendors and determine fit for use

12 Review room count (floor plans vs. walking rooms)

12 Setup competitive walk-thru

11 Obtain delivery for deep cleaning material

11 Begin to write processes for all internal and external procedures

11 Establish in writing on how the staff will move from BOH to the floors

11 Review uniform issue process

11 Begin select hourly staff

11 Prepare staging and final room preparation

11 Begin job descriptions and standards

11 Begin life safety and security procedures for opening

11 Begin working on countdown matrix

11 Begin working on the emergency manual

11 Confirm the allocation of hotel storage areas

11 Determine area and delivery schedule for OS&E

11 Develop departmental standards by department operations

11 Ensure show rooms have proper amenities

11 Establish proposed operating hours of all Rooms Outlets

11 Finalize all necessary criteria of room types, etc.

11 Finalize security contract

11 Finalize staffing plan for housekeeping

11 If outside source, establish contact

11 Laundry Valet & Dry-cleaning Preparation

11 Prepare Laundry & Dry-cleaning procedures

11 Review all resumes

11 Review and establish fire safety procedures

11 Review deep cleaning with Director of Housekeeping

11 Reach out to VP of Design for direction on botanicals

11 Establish Blind Size order for uniforms

11 Work with HR on training outlines for all departments

10 Get familiar with OS&E ordered

10 Order pre-opening cleaning supplies

10 Walk desk area and order all operating supplies

10 Review the guest room numbering

Review offers for cooperation with car companies/ determine which company to work with/
10 get cars from
10 Agree on all guest room amenity placement

10 Agree on all guest room collateral and placement

10 Begin decision making process on guest room magazines

10 Determine process for guest room repair

10 Establish and review key control system in hotel

10 Establish procedures for guests and employee accidents

10 Prepare Lost & Found procedures

10 Review the fire exit information from the guest rooms and the guest floors

9 Ensure all equipment is ordered for uniform fitting

9 Determine and document the arrival process

9 Determine and document the departure process

9 Document all internal processes for F/O/H

9 Budget Preparation

9 Evaluation of plan for availability and readiness of all storerooms

9 Finalize departmental operation standards by department

9 Review contract of pre-opening cleaning schedule of all public space and guest room

8 Ensure rag order is placed

8 Training manual for hourly staff

8 Review housekeeping office area and plan its organization

8 Prepare system for delivery flowers

8 Prepare plan for first laundering of terry and linen

8 Prepare shift checklists

8 Set up newspaper ordering process

8 Review bank process with controller

8 Put together a cheat sheets for F/O

8 Establish training needs for countdown

8 Review no show process with controller and document

8 Establish heart of house key security

8 Inspection and punch of all guestrooms ready for turnover using preprinted check list

8 Review & finalize all departmental manuals

8 Review final room preparation game plan with Director of Housekeeping

8 Uniform fitting schedule

7 Ensure all uniforms will be arriving by week 5

7 Establish front of the house key control

6 Confirm all equipment for uniforms arriving

6 Prepare first month's payroll

6 Security officers start

5 Coordinate Delivery of RIAB and OS&E to HOH spaces

5 Review set up of closets, amenity storage

5 Prepare schedule and checklist for Night cleaners

5 Prepare checklist for all positions incl. management

5 Prepare to do list for managers and supervisors

5 Shift checklist due

5 Set up trace files

5 Set up rental car procedures

5 Arrange babysitters services

5 Make list of religious services

5 Prepare maps for distribution

5 Create "to do" list for families and kids in the area - Locals touch

5 Ensure all items for concierge are ordered

4 Uniforms scheduled to arrive

4 Complete walkthrough any turned over areas of construction, punch and cleanliness plan

4 Develop plan and coordination for the set-up of public areas

4 Ensure rooms readiness prior to trainers arrival

4 All operating procedures due

4 Develop room inspection process and forms

4 Determine office cleaning

4 Finalize all public area cleaning supplies all 3 shifts

4 Prepare welcome notes to all new staff

3 Create uniform distribution process & procedures

3 Follow-up on hand towels, soap dispensers, hampers for public area restrooms

3 Confirm Botanicals and provider are completed and ready

3 Uniform Distribution Process

3 Office cleaning schedule implemented

3 Begin detailed room inspection and determine what is missing

3 Carpet and wood care training

3 All linen closets staged and functional

3 Begin to design mock check-ins and outs

3 Finalize all cashiering procedures

3 Room assignments of trainers and Corporate staff

3 Obtain brochures and art work tour

3 Create area restaurant list

3 Review and visit local attractions

3 Begin to arrange a tour route for guest

2 Begin night cleaner training

2 Deep clean elevators

2 Deep clean service elevators

2 Test all equipment

2 Review all emergency procedures

2 Establish emergency reports

2 Have all workstations ready

1 Final window and chandelier cleaning prior to opening

1 Review of flower arrangements in all aspects