Check-in & Welcome Procedure for Guests for retreat organized abroad

@ Samma Karuna abroad – Version 1.1 November 2021

Abstract: The following procedure describes the series of tasks required to check-in and welcome students during retreats organized abroad. This procedure is created based on big groups of students arriving at the same time.

Author: Ishi

Audience: Course coordinators and Covid Hero

Before students arrive (what you need):

• Ensure you have enough Covid tests for every student

• Print out enough students forms for every student

• You will need a cashbox with the income-outcome spreadsheet in it.

• Make sure bookings has provided you with a spreadsheet indicating the name of each student joining the retreat, accommodation type and outstanding balance.

When students arrive

• Offer a warm welcome to the students and:
  • Invite them to take a check-in form
  • Let them know that they will be called for a covid rapid test
    • Ask them to kindly keep their masks until the test is done
  • Offer them a Welcome Drink or show them where is the drinks station

Note: From the point on 2 procedures will be done simultaneously, on one hand the Covid hero/s will check and double check every PCR test and perform a rapid test to each student. As the result of the tests are ready the covid hero will text message (WhatsApp) the coordinator the name of the student and the result. In case of a positive the result the covid contingency plan should be applied.
On the other hand the coordinator/s  will:

As the coordinator gets the message with the negative result confirmation from the covid hero:

One per one invite the students with negative test result to come towards the reception desk and:

• Ask them for their passport: Make a copy of guest’s passport by taking a picture with your phone.
  
  
• Form. Kindly request to provide you the check-in form and ensure it has been signed properly.
  
  
• Reconfirm with the student accommodation type: So to be sure we are providing the right room to the student and eventually the payment for accommodation upgrade as been paid.
  
  
• Request outstanding balance: Check on the check-in spreadsheet for the outstanding balance of the student. We encourage students to pay in cash. For wire transfer payments request a satisfactory proof of payment.
  • Cash payments should be placed on individual envelops & shield with the name of the student written outside.
  • If you don’t find the name of the student on the spreadsheet contact bookings but avoid telling this to the student.
    
    
• Register payment: Register student payment on the check-in spreadsheet and on the income-outcome cash box.
  
  
• Provide them with the key of their room and shown them where the room is
  • You may have a helper to show the room to the students and help them with the bags.

• Let them know the WIFI password of the retreat

• Let them know when and where the course induction will be.