Hotel Letter

The last couple of days I've been working on a challenging hotel letter and Schedule of Services (SOS). I have to go through the Program Services Agreement (aka the contract) page by page and type up all of the services that PRA is providing and everything that the hotel must provide. For example, one of the on-property activities is called "Diamonds in the Sky" and takes place from 7 to 10 pm on the patio of the resort. We've hired some entertainment to play music during the event and we need to let the resort know that the entertainers require an 8x10 well-lit area and access to electricity. The idea is to avoid a situation where the resort CSM is saying, "We didn't know you needed that". We can look back and say that we informed the resort of these requirements in the SOS. This particular program is 6 days long and there are numerous activities throughout 4 of the 6 days. I have to include the type of vehicle that will be picking up the attendees, the number of attendees, where the vehicle will stage and what time, and when they will be arriving back at the resort. The opening letter also invites the CSM to the pre-conference meeting. This information gets forwarded to the front desk, bell captain, security, and concierge.

Feb. 4: PTM Meeting

Today I experienced my first Performance Team Meeting or PTM. This is when a definite program is transitioned from the sales side to operations. Both sides review a PTM Memo that includes information on the client, the program and activities, and the hotel information. I also worked on a hotel letter that we send directly to the CSM at the hotel, who then forwards the information to the head of security, bell captain, and front desk manager. The hotel letter outlines the Schedule of Services which defines what we "PRA" will be providing and what they "the hotel" is to provide. We have to be very detailed because when we are ready to execute the program we want it to run as smoothly as possible for both us and our client. We have to be in contact with the hotel and make sure that any situation that arises is taken care of in the most efficient manner. I'll be working at the airport for an 1,100 passenger arrival on 2/5. I'll be waiting with my "Starwood" sign in terminal 2 (T2) for attendees to get off their plane. I'll direct them to the carousel to pick up their luggage and a staging area to wait for the transportation. This should be quite an experience so I'll keep you all updated soon!