hotel pre opening checklist
DESCRIPTION
hotel opening guideTRANSCRIPT
Hotel Live Date 19/05/2013
ADMINISTRATION & GENERAL Status
Insurance
Determine Insurance Needs Pending
Confirm Insurance Providers Completed
Ensure Insurance is activated In Progress
Purchasing & Receiving
Register with Hospitality Warehouse
Identify Primary Suppliers
Establish Credit with Suppliers
Implement purchase order system
Develop Inventory Management System
Develop Requisition Procedures
Leases
Confirm lease in place and copies available
Printing and Stationery
Business Cards ordered
Hotel Letterheads
PMS Stationery
GUEST Account Stationery
Purchasing Order Forms
Payroll & Personnel Forms
Order Payroll Stationery
Uniforms
Finalise Specifications and Quantities
Order Uniforms
Order STAFF Name Badges
Transportation
Finalise Requirements
Affiliations & Memberships
Establish Membership
Community Policing Forums
Pre-opening Offices
Locate and Prepare pre-opening offices
Relocate Pre-opening Offices to Hotel
19/05/2013
Duration ( Days ) Start Due / Finish
30 11/19/2012 19-12-2012
3 11/12/2012 11/15/2012
1 10/10/2012 10/11/2012
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Hotel Pre-opening Template - www.setupmyhotel.com
Task Assigned / Owned By
FINANCIAL PLAN StatusAccounting ProceduresObtain copy of Financial Plan Manual PendingOrder Accounting Package (ACCPAC) softwareEstablish Hotel credit policy and proceduresSet-up Accounts ProceduresObtain reporting formatsObtain Accounting Procedures ManualsSet-up Dictionary of AccountsSchedule training on ACCPACSet-up Accounts STAFFINGRecruit Key Accounts STAFFPayrollSet-up salaries bank accountRegister to Bank AccountOrder Payroll softwareOrder Payroll StationeryGeneral Manager Checklist Completed post-openingPre-opening BudgetDraft pre-opening budgetPre-opening budget approvalOperating Forecasts completedHotel BudgetsDraft 12 mth Operating BudgetDraft Capex BudgetBankingSet-up Bank Accounts incl. Salary AccountArrange Overdraft FacilitiesSet-up credit card agreementsArrange Security Cash collectionDetermine Operating Cash requirementsAsset ManagementOpen Fixed Asset RegisterComplete pre-opening asset stock takesSee Admin & GeneralSee Risk ManagementSee Legal Compliance
Duration ( Days ) Start Due / Finish Remarks
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Task Assigned / Owned By
IT & SYSTEMS Status Duration ( Days ) Property Management SystemOrder placed In Progress 237Service Level Agreement finalised 0Installation dates confirmed 0Data configuration set-up 0Data input and configuration 0Set restrictions in PMS 0Implement Rate Codes In PMS 0Enter Packages Into PMS 0System Installed & Tested 0Training dates confirmed 0Backup Systems & Protocol 0F&B Outlet POS SystemsNot Available 0
0Server & LAN NetworkSystem specifications agreed 0Service Level Agreement finalised 0Equipment Orders placed 0Installation dates confirmed 0System Installed & Tested 0Backup Systems & Protocol 0WorkstationsRequirements determined 0System specifications agreed 0Service Level Agreement finalised 0Equipment Orders placed 0Installation dates confirmed 0System Installed & Tested 0Training dates confirmed 0Printers/Scanner/ FaxRequirements determined 0System specifications agreed 0Service Level Agreement finalised 0Equipment Orders placed 0Installation dates confirmed 0System Installed & Tested 0Training dates confirmed 0Software RequirementsRequirements determined 0Orders placed 0LicencingSoftware Licences obtained 0TV Licence application 0Internet Service ProviderDetermine ISP 0Service Level Agreement finalised 0Domain registered 0e-mail accounts set-up 0
Internet connectivity 0Telephone SystemConfirm Switchboard Specifications 0Training dates confirmed 0Arrange Telkom Application 0Finalise Hotel Phone Number 0Finalise Hotel Fax Number 0Arrange Fax to Mail Facility 0Complete On-Hold Message Recording 0In-Room EntertainmentSpecify requirements 0Order Decoders 0Installation & Testing 0Determine Bouquet 0Obtain licencing 0Source Public Area Music 0Timekeeping SystemRequirements determined 0System specifications agreed 0Equipment Orders placed 0Installation dates confirmed 0System Installed & Tested 0
Start Due / Finish Remarks
07-01-2011 01-09-2011
Task Assigned / Owned By
LEGAL COMPLIANCE Status Duration ( Days )
Business Registration
Obtain business trading number Completed 237
Licensing
Trading licence 0
TV Licence 0
Promotion of Access to Information Act
Fire Clearance Certificate obtained 0
Employment Equity
Job Classifications verified 0
Skills Development
Skills Development Facilitator appointed 0
Training Committee established 0
Health and Safety
Health & Safety Representatives appointed 0
First Aiders trained and appointed 0
Health & Safety Committee established 0
First Aid Boxes equipped and available 0
Start Due / Finish Remarks
07-01-2011 01-09-2011
Task Assigned / Owned By
MARKETING PLAN Status
Hotel Positioning
Develop Hotel USPs per Market Segment Pending
Complete Competitor Analysis
Complete SWOT Analysis
Hotel Sales Collateral
Develop facilities guide/presentation folder
Develop Pre-Opening Brochure
Develop Permanent Brochure
Develop ancillary sales collateral/stationery
Develop Press Kit
Develop Property Maps
Photography/Video
Coordinate photo shoot for permanent brochure
Photography available
Marketing Plan
Appoint Marketing Plan Co-Ordinator
Appoint Sales Executive
Acquisition Plan to be formulated
Acquisition Plan to be approved
Rates Structure
Complete and Submit Rate Builder
Rate Grid to be approved
Soft Opening Programme
Determine Target Groups
Determine pre-opening programmes
Hotel Opening Programme
Determine official opening date
Determine Target Groups
Determine Programme
Hotel Branding
Minimum Branding Requirements ascertained
Minimum Branding Requirements ordered
Hotel Brochure finalised
Hotel Signage finalised
Corporate Flags ordered
Rates Board ordered
Brochure Rack and Brochures ordered
Hotel Stationery finalised and ordered
Key Cards designed
Internal Signage agreed
Marketing Material ordered
Branding Checklist Completed
Hotel Web Page
Hotel.com Web Entry
Hotel Fact Sheet submitted
Pictures submitted
Duration ( Days ) Start Due / Finish
237 07-01-2011 01-09-2011
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Task Assigned / Owned By
Remarks
QUALITY PLAN - F&B Status
Contract GUEST Valet/ Laundry Completed
Contract GUEST Transport
Develop F&B Outlet Concepts
Restaurant Concept
Restaurant Theme
STAFFING LEVELS
Service Levels
Menu Planning
Menu Tastings
Menu Costings
Develop Standard Recipes
Menu Pricing finalised
Menus to Print
Table Layouts
Centrepieces
Linen/ Table Mats
Bar Concept
Operating Hours
STAFFING Levels
Wine List Finalised
Wine List Costed
Drinks Pricing
Service Levels
Room Service
Operating Hours
STAFFING Levels
Service Levels
Menu Planning
Menu Costings
Menu Pricing finalised
Menus to Print
Equipment specifications
Equipment ordered (see Purchasing)
Equipment commissioning complete
Kitchen
Determine Kitchen smallwares
Specify kitchen smallwares
Order kitchen smallwares
Delivery date confirmed
Equipment commissioning complete
Purchasing
Linen
Specifications confirmed
Orders Placed
Delivery Dates Confirmed
Cutlery
Specifications confirmed
Orders Placed
Delivery Dates Confirmed
Crockery
Specifications confirmed
Orders Placed
Delivery Dates Confirmed
Glassware
Specifications confirmed
Orders Placed
Delivery Dates Confirmed
Equipment
Specifications confirmed
Orders Placed
Delivery Dates Confirmed
F&B Inventories
Develop Kitchen par stock
Develop master beverage/bar par stock and wine list
Procure opening F&B inventories
Conferencing
Conferencing Layouts
Conferencing Packages
Specify Conferencing Equipment
Order Conferencing Equipment
Delivery Dates Confirmed
Equipment commissioning complete
Technical support available
Storage and Control
Arrange suitably secured storage
Complete Asset Register
Complete Opening Stock Inventories
Obtain Quality Operating Standards Manual
Issue Minimum Operating Standards to Heads of Departments
Customise Minimum GUEST Service Standards
Communicate Minimum GUEST Service Standards
Schedule Pre-opening Quality Assurance Assessment
Obtain required SA Grading
Implement "Hot or Not" GUEST Feedback System
Duration ( Days ) Start Due / Finish Remarks237 07-01-2011 01-09-2011
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Task Assigned / Owned By
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QUALITY PLAN - Housekeeping Status
Obtain Quality Operating Standards Manual In Progress
Issue Minimum Operating Standards to Heads of Departments
Customise Minimum GUEST Service Standards
Communicate Minimum GUEST Service Standards
Schedule Pre-opening Quality Assurance Assessment
Obtain required Standard Assessment Grading
Implement GUEST Feedback System
HOUSEKEEPING
Equipment
Requirements Specified
Housekeeping Trolleys
Vacuum Cleaners
Cleaning Smalls
Quantities and Specifications established
Delivery Dates Confirmed
Asset Register opened
Linen
Quanities Specified
Par Stock Established
Quality Specifications Set
Orders Placed
Delivery Dates Confirmed
Secure Storage
Opening Inventory Taken
GUEST Supplies
GUEST Bathroom Amenities
GUEST Stationery
GUEST Beverage Supplies
Quanities Specified
Par Stock Established
Quality Specifications Set
Orders Placed
Delivery Dates Confirmed
Secure Storage
Opening Inventory Taken
Minimum Branding
Checklist Completed
Outsourcing
Housekeeping Contract Cleaning
Service Level Agreement finalised
Laundry
Service Level Agreement finalised
Public Area Contract Cleaning
Service Level Agreement finalised
All Contractors to undergo Induction Training
Duration ( Days ) Start Due / Finish Task Assigned / Owned By
237 07-01-2011 01-09-2011
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Remarks
RISK MANAGEMENT Status
Obtain Risk Management Manual Completed
Complete Risk Management Plan
Insurance
Determine Insurance Needs
Confirm Insurance Providers
Ensure Insurance is activated
Arrange Risk Audit post opening
Emergency Planning
Draft Emergency Procedures
Draft Evacuation Procedures
Obtain Emergency Services Contact Numbers
Appoint Fire Station Officers
Train STAFF in Emergency Procedures
Hold Fire & Evacuation Drill
Health & Safety
Order First Aid Boxes
Order Emergency Equipment
Megaphones
Hard Helmets
Vests
2-way radios
Torches
Verify proper operation of all Life Safety equipment/systems
GUEST Security
Check CCTV installation & monitoring
Key Register & Monitoring System in place
Computer Security
Backup Systems & Procedures in place
Electronic Communication Policy in Place
Duration ( Days ) Start Due / Finish Task Assigned / Owned By
25 07-01-2011 01-02-2011
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Remarks
STAFFING Status
Finalise STAFFING Numbers Pending
Finalise Salary & Benefits Budget
Obtain HR Operating Standards Manual
Establish Conditions of Employment
Draw up Contracts of Employment
Confirm Employment Policies
Establish Hotel Rules
Obtain HR Forms
Establish Performance Expectations
Issue Job Descriptions
Issue GUEST Service Standards
Arrange for Probationary Performance Reviews
Determine Outsourcing Requirements
Housekeeping
Service Level Agreement finalised
Laundry
Service Level Agreement finalised
Contract Cleaning
Service Level Agreement finalised
Maintenance
Service Level Agreement finalised
Security
Service Level Agreement finalised
STAFF Transport
Service Level Agreement finalised
Customise Position Specifications
Develop Hiring Schedule
Develop Training Schedules
Confirm Training Dates & Providers
Hire Senior Management Team
Operation Manager
Asst.Operation Manager
Hire Department Heads
Accounting Spv
FO Spv
HK Spv
Sales Executive
Eng Spv
Hire Junior Management
Hire Service and Support STAFF
Schedule Training
Induction Training
Skills Training
Systems Training (PMS & POS)
Emergency Procedures
Duration ( Days ) Start Due / Finish
237 07-01-2011 01-09-2011
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Task Assigned / Owned By
Remarks