Hotel Preopening Checklist Small Hotel 2q3619
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Hotel Live Date ISTRATION & GENERAL Insurance Determine Insurance Needs Confirm Insurance Providers Ensure Insurance is activated Purchasing & Receiving 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 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 & hips Establish hip Community Policing Forums Pre-opening Offices Locate and Prepare pre-opening offices Relocate Pre-opening Offices to Hotel
19/05/2013 Status
Pending Completed In Progress
Hotel Pre-opening Template - www
Duration ( Days )
Start
Due / Finish
30 3 1
11/19/2012 11/12/2012 10/10/2012
19-12-2012 11/15/2012 10/11/2012
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
pening Template - www.setupmyhotel.com Task Assigned / Owned By
Remarks
FINANCIAL PLAN ing Procedures Obtain copy of Financial Plan Manual Order ing Package (ACAC) software Establish Hotel credit policy and procedures Set-up s Procedures Obtain reporting formats Obtain ing Procedures Manuals Set-up Dictionary of s Schedule training on ACAC Set-up s STAFFING Recruit Key s STAFF Payroll Set-up salaries bank to Bank Order Payroll software Order Payroll Stationery General Manager Checklist Completed post-opening Pre-opening Budget Draft pre-opening budget Pre-opening budget approval Operating Forecasts completed Hotel Budgets Draft 12 mth Operating Budget Draft Capex Budget Banking Set-up Bank s incl. Salary Arrange Overdraft Facilities Set-up credit card agreements Arrange Security Cash collection Determine Operating Cash requirements Asset Management Open Fixed Asset Complete pre-opening asset stock takes See & General See Risk Management See Legal Compliance
Status
Pending
Duration ( Days )
Start
Due / Finish
237 0 0 0 0 0 0 0 0 0
07-01-2011
01-09-2011
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Task Assigned / Owned By
Remarks
IT & SYSTEMS Property Management System Order placed Service Level Agreement finalised Installation dates confirmed Data configuration set-up Data input and configuration Set restrictions in PMS Implement Rate Codes In PMS Enter Packages Into PMS System Installed & Tested Training dates confirmed Backup Systems & Protocol F&B Outlet POS Systems Not Available Server & LAN Network System specifications agreed Service Level Agreement finalised Equipment Orders placed Installation dates confirmed System Installed & Tested Backup Systems & Protocol Workstations Requirements determined System specifications agreed Service Level Agreement finalised Equipment Orders placed Installation dates confirmed System Installed & Tested Training dates confirmed Printers/Scanner/ Fax Requirements determined System specifications agreed Service Level Agreement finalised Equipment Orders placed Installation dates confirmed System Installed & Tested Training dates confirmed Software Requirements Requirements determined Orders placed Licencing Software Licences obtained TV Licence application Internet Service Provider Determine ISP
Status
In Progress
Service Level Agreement finalised Domain ed e-mail s set-up Internet connectivity Telephone System Confirm Switchboard Specifications Training dates confirmed Arrange Telkom Application Finalise Hotel Phone Number Finalise Hotel Fax Number Arrange Fax to Mail Facility Complete On-Hold Message Recording In-Room Entertainment Specify requirements Order Decoders Installation & Testing Determine Bouquet Obtain licencing Source Public Area Music Timekeeping System Requirements determined System specifications agreed Equipment Orders placed Installation dates confirmed System Installed & Tested
Duration ( Days )
Start
Due / Finish
237 0 0 0 0 0 0 0 0 0 0
07-01-2011
01-09-2011
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Task Assigned / Owned By
Remarks
LEGAL COMPLIANCE Business Registration Obtain business trading number Licensing Trading licence TV Licence Promotion of Access to Information Act Fire Clearance Certificate obtained Employment Equity Job Classifications verified Skills Development Skills Development Facilitator appointed Training Committee established Health and Safety Health & Safety Representatives appointed First Aiders trained and appointed Health & Safety Committee established First Aid Boxes equipped and available
Status
Completed
Duration ( Days )
Start
Due / Finish
237
07-01-2011
01-09-2011
0 0 0 0 0 0 0 0 0 0
Task Assigned / Owned By
Remarks
MARKETING PLAN Hotel Positioning Develop Hotel USPs per Market Segment 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
Status
Pending
Hotel.com Web Entry Hotel Fact Sheet submitted Pictures submitted
Duration ( Days )
Start
Due / Finish
237 0 0
07-01-2011
01-09-2011
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
0 0 0
Task Assigned / Owned By
Remarks
QUALITY PLAN - F&B Contract GUEST Valet/ Laundry 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 available Storage and Control Arrange suitably secured storage Complete Asset 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 System
Status
Completed
Duration ( Days ) 237 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Start 07-01-2011
Due / Finish 01-09-2011
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Task Assigned / Owned By
Remarks
QUALITY PLAN - Housekeeping 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 Standard Assessment Grading Implement GUEST System HOUSEKEEPING Equipment Requirements Specified Housekeeping Trolleys Vacuum Cleaners Cleaning Smalls Quantities and Specifications established Delivery Dates Confirmed Asset 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
Status
In Progress
Duration ( Days ) 237 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Start 07-01-2011
Due / Finish 01-09-2011
0 0
Task Assigned / Owned By
Remarks
RISK MANAGEMENT Obtain Risk Management Manual 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 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 proper operation of all Life Safety equipment/systems GUEST Security Check CCTV installation & monitoring Key & Monitoring System in place Computer Security Backup Systems & Procedures in place Electronic Communication Policy in Place
Status
Completed
Duration ( Days ) 25 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Start 07-01-2011
Due / Finish 01-02-2011
Task Assigned / Owned By
Remarks
STAFFING Finalise STAFFING Numbers 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 ing Spv FO Spv HK Spv Sales Executive Eng Spv Hire Junior Management Hire Service and STAFF Schedule Training Induction Training Skills Training
Status
Pending
Systems Training (PMS & POS) Emergency Procedures
Duration ( Days ) 237 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Start 07-01-2011
Due / Finish 01-09-2011
0 0
Task Assigned / Owned By
Remarks
19/05/2013 Status
Pending Completed In Progress
Hotel Pre-opening Template - www
Duration ( Days )
Start
Due / Finish
30 3 1
11/19/2012 11/12/2012 10/10/2012
19-12-2012 11/15/2012 10/11/2012
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
pening Template - www.setupmyhotel.com Task Assigned / Owned By
Remarks
FINANCIAL PLAN ing Procedures Obtain copy of Financial Plan Manual Order ing Package (ACAC) software Establish Hotel credit policy and procedures Set-up s Procedures Obtain reporting formats Obtain ing Procedures Manuals Set-up Dictionary of s Schedule training on ACAC Set-up s STAFFING Recruit Key s STAFF Payroll Set-up salaries bank to Bank Order Payroll software Order Payroll Stationery General Manager Checklist Completed post-opening Pre-opening Budget Draft pre-opening budget Pre-opening budget approval Operating Forecasts completed Hotel Budgets Draft 12 mth Operating Budget Draft Capex Budget Banking Set-up Bank s incl. Salary Arrange Overdraft Facilities Set-up credit card agreements Arrange Security Cash collection Determine Operating Cash requirements Asset Management Open Fixed Asset Complete pre-opening asset stock takes See & General See Risk Management See Legal Compliance
Status
Pending
Duration ( Days )
Start
Due / Finish
237 0 0 0 0 0 0 0 0 0
07-01-2011
01-09-2011
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Task Assigned / Owned By
Remarks
IT & SYSTEMS Property Management System Order placed Service Level Agreement finalised Installation dates confirmed Data configuration set-up Data input and configuration Set restrictions in PMS Implement Rate Codes In PMS Enter Packages Into PMS System Installed & Tested Training dates confirmed Backup Systems & Protocol F&B Outlet POS Systems Not Available Server & LAN Network System specifications agreed Service Level Agreement finalised Equipment Orders placed Installation dates confirmed System Installed & Tested Backup Systems & Protocol Workstations Requirements determined System specifications agreed Service Level Agreement finalised Equipment Orders placed Installation dates confirmed System Installed & Tested Training dates confirmed Printers/Scanner/ Fax Requirements determined System specifications agreed Service Level Agreement finalised Equipment Orders placed Installation dates confirmed System Installed & Tested Training dates confirmed Software Requirements Requirements determined Orders placed Licencing Software Licences obtained TV Licence application Internet Service Provider Determine ISP
Status
In Progress
Service Level Agreement finalised Domain ed e-mail s set-up Internet connectivity Telephone System Confirm Switchboard Specifications Training dates confirmed Arrange Telkom Application Finalise Hotel Phone Number Finalise Hotel Fax Number Arrange Fax to Mail Facility Complete On-Hold Message Recording In-Room Entertainment Specify requirements Order Decoders Installation & Testing Determine Bouquet Obtain licencing Source Public Area Music Timekeeping System Requirements determined System specifications agreed Equipment Orders placed Installation dates confirmed System Installed & Tested
Duration ( Days )
Start
Due / Finish
237 0 0 0 0 0 0 0 0 0 0
07-01-2011
01-09-2011
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Task Assigned / Owned By
Remarks
LEGAL COMPLIANCE Business Registration Obtain business trading number Licensing Trading licence TV Licence Promotion of Access to Information Act Fire Clearance Certificate obtained Employment Equity Job Classifications verified Skills Development Skills Development Facilitator appointed Training Committee established Health and Safety Health & Safety Representatives appointed First Aiders trained and appointed Health & Safety Committee established First Aid Boxes equipped and available
Status
Completed
Duration ( Days )
Start
Due / Finish
237
07-01-2011
01-09-2011
0 0 0 0 0 0 0 0 0 0
Task Assigned / Owned By
Remarks
MARKETING PLAN Hotel Positioning Develop Hotel USPs per Market Segment 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
Status
Pending
Hotel.com Web Entry Hotel Fact Sheet submitted Pictures submitted
Duration ( Days )
Start
Due / Finish
237 0 0
07-01-2011
01-09-2011
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
0 0 0
Task Assigned / Owned By
Remarks
QUALITY PLAN - F&B Contract GUEST Valet/ Laundry 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 available Storage and Control Arrange suitably secured storage Complete Asset 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 System
Status
Completed
Duration ( Days ) 237 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Start 07-01-2011
Due / Finish 01-09-2011
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Task Assigned / Owned By
Remarks
QUALITY PLAN - Housekeeping 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 Standard Assessment Grading Implement GUEST System HOUSEKEEPING Equipment Requirements Specified Housekeeping Trolleys Vacuum Cleaners Cleaning Smalls Quantities and Specifications established Delivery Dates Confirmed Asset 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
Status
In Progress
Duration ( Days ) 237 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Start 07-01-2011
Due / Finish 01-09-2011
0 0
Task Assigned / Owned By
Remarks
RISK MANAGEMENT Obtain Risk Management Manual 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 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 proper operation of all Life Safety equipment/systems GUEST Security Check CCTV installation & monitoring Key & Monitoring System in place Computer Security Backup Systems & Procedures in place Electronic Communication Policy in Place
Status
Completed
Duration ( Days ) 25 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Start 07-01-2011
Due / Finish 01-02-2011
Task Assigned / Owned By
Remarks
STAFFING Finalise STAFFING Numbers 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 ing Spv FO Spv HK Spv Sales Executive Eng Spv Hire Junior Management Hire Service and STAFF Schedule Training Induction Training Skills Training
Status
Pending
Systems Training (PMS & POS) Emergency Procedures
Duration ( Days ) 237 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Start 07-01-2011
Due / Finish 01-09-2011
0 0
Task Assigned / Owned By
Remarks
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