Hospitality Team

Providing a comfortable, welcoming, and culturally sensitive environment for the student delegation visiting Moscow

A. Accommodation Management:

1. Room Assignments:

• Prepare room assignments in advance, considering the need for gender-segregated rooms for students and appropriate arrangements for teachers and staff.

• Ensure that each room is equipped with essential amenities, including Wi-Fi, a safe, and a work area.

• Identify any special accommodation needs, such as accessibility requirements or allergies, and prepare rooms accordingly to ensure comfort and safety for all guests.

2. Welcome Package:

• Provide a welcome package in each room, including a welcome letter, itinerary, local area map, emergency contact numbers, and details about hotel amenities.

3. Safety and Security:

• Brief guests on safety and security procedures, including emergency exits, meeting points, and whom to contact in case of an emergency.

B. Meal Arrangements:

1. Menu Planning:

• Collaborate with the kitchen team to plan menus that cater to the dietary preferences and restrictions of the delegation, with a focus on providing balanced, nutritious options.

• Include a variety of cuisines, with an emphasis on Indian dishes, to offer a taste of home and introduce local Russian cuisine for cultural exchange.

2. Meal Schedules:

• Coordinate meal schedules with the delegation's daily itinerary, ensuring timely service of breakfast, lunch, dinner, and snacks, if required.

3. Dining Setup:

• Arrange dining areas to accommodate the group comfortably, considering private dining options for official meetings or cultural exchanges.

C. Hospitality and Guest Services:

1. Cultural Sensitivity Training:

• Conduct cultural sensitivity training for hotel staff, focusing on understanding and respecting the cultural backgrounds and customs of the delegation members.

2. Language Support:

• Ensure that front desk and guest services staff are equipped to communicate effectively with the delegation, providing language support or translation services as needed.

3. Local Information and Assistance:

• Offer information on local attractions, cultural norms, transportation options, and any scheduled local events that might be of interest to the delegation.

4. Health and Wellness:

• Provide information on available health and wellness facilities, such as fitness centers or spas, and arrange for medical assistance if required.

D. Communication and Coordination:

1. Designated Contact Person:

• Assign a designated contact person or liaison from the hospitality team to coordinate directly with the delegation leaders, addressing any needs or concerns that arise.

2. Daily Briefings:

• Conduct daily briefings with the delegation leaders to review the day’s schedule, meal arrangements, and any special requests or adjustments.

3. Emergency Preparedness:

• Ensure all staff are trained in emergency response procedures, ready to assist the delegation in case of any unexpected situations.

4. Check-Out Process:

• Plan a smooth check-out process, assisting with luggage, transportation arrangements, and any last-minute requests.