My additional inputs

[Charlie Tan]

Dear Committee Heads,

I would like to share Additional Inputs for your assigned committee to help you come up with a process workflow. Discuss this over with your respective team. Let's cover all possible issues, problems, concerns that may arise when our teams are on the ground.

Volunteer qualification (additional requirements)

- presence of mind & alertness

- do everything to honor God and give Him glory

Transportation Committee (Jayson So/Jerry Ong/John Ong/Joseph Dy Cruz/Pep Santos) 

- I will provide you suggested routes and you have to coordinate with local gov't if these are feasible. 

- Improve the bus routes if possible, suggestions are welcomed

- come up with a bus schedule matrix that is understandable to everybody.

- do actual drive imagining you are driving a bus

- control the time, pre-assign time slot for delegates

- implement fix no. of bus riders per hotel based on time indicated in bus pass

- implement chance passengers (those who missed their ride)

- make sure to bring Hotel Coordinators back to CCF

- assume no escort, no traffic controller, no special road/pass are available during the conference.

- gather bus pass idea, bus routes, bus procedure idea from me, Bro Edwin and Ptr Robert. Evaluate them and suggest to us something your group can implement and is comfortable with. Hopefully by April 9.

- control all types of vehicles (bus, vans, coasters, taxis) - gas, food, rent, etc.

Hotel Coordinators (Lynne Hernandez/Sheryl Aguado)

- meet with official hotel personnel as soon as possible

- assign volunteers for the 14 hotels (at least 2 per hotels)

- ask hotel where bus can park & pickup

- plan pickup area & estimate loading time

- get vicinity map from each hotel

- make FAQs for delegates per hotel, GDC desks should have answer to these FAQs

- ask hotel if lobby can accommodate bus riders

- coordinate a holding area with chairs

- get check in guest list from GDC, yellow bird & Grace Chang as soon as possible, update them accordingly

- coordinate with hotel fastest way to check-in, possibly less than 5 mins. for each delegate.

- pre-check-in the delegates per hotel, block off rooms as early as possible

- get very visible GDC desk in the check-in area

- coordinate with front desk with regards to participants, share the list

- help Bus Marshall in loading delegates to the bus

- get delegates data from Singapore if needed

- assist the delegates in looking for taxi if needed. 

- do not assume travel agents to be there

Concierge (Andra Matias/???)

- prepare luggage tag/claim system on first day & last day

- prepare lost & found area & someone to be in-charge

- secure luggage holding area

- coordinate with ground services to minimize duplicate tasks

VIP (Albit Rodriguez/Bryan Kong/Iaree Anico)

- know off limits area for non-VIP

- know meeting area of VIP, meeting tables, quiet area

- know eating area of VIP

- get pictures of VIP and be familiar with each of them

- know equipments needed by VIPs

Airport Kiosks (Bernard Angeles/Redge Gorospe)

- come up with 3 official/recommended taxi brand & estimated rates from airport to hotel & BACK

- come up with delegate kit which contains reminders (e.g. bring a companion when going to public places, secure personal belongings at all times, do not show large amount of cash, always be alert, discourage them from taking public jeepney and bus if not accompanied by a local, etc etc)

- kit should also include maps, info about Phils.

- this must include FAQ. If we can provide all foreign delegates the FAQs ahead of time, then they will have less questions. 

Emergency Response

- provide single emergency number for delegates to call. 

Let me know if you have any questions or clarifications on the above notes.  See you all tomorrow.

In His Service,

Charlie Tan

P.S. Please forward this e-mail to the other committee heads not included above.

[Charlie Tan]

Hi Andra,

Thanks for your feedback.  Please see my answer in BLUE.

On Apr 5, 2013, at 9:44 PM, Lejandra Matias wrote:

Hi I have clarifications lang po below in RED

 

_____________________________________________________
Lejandra Marie I. Matias
God Speed

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From: Charlie Tan <cs...@mac.com>
To: Ma. Cristina Batalla <cristin...@gmail.com>
Cc: Mymy Tan <mym...@mac.com>; Robert Tan <rjt...@gmail.com>; Edwin Cua <eoc...@yahoo.com>; "joana_...@yahoo.com cua" <joana_...@yahoo.com>; lejandr...@onemegagroup.com; Lynne Hernandez <lgcher...@gmail.com>; sherryl aguado <shea...@yahoo.com>; Albit Rodriguez- CCF <a.rod...@globelines.com.ph>; Bryan Kong <fbr...@yahoo.com>; Iaree Reyes <iaree...@yahoo.com>; brg_a...@yahoo.com; Redge Gorospe <regina...@gmail.com>; gdc-hospital...@googlegroups.com
Sent: Friday, 5 April 2013, 17:59
Subject: My additional inputs

- secure luggage holding area - Will there be a time to do an ocular before April 13? Yes, let's plan for an ocular of the new bldg with all committee heads and our counterpart in ground services.  I would like to be able to assign the stations already before I meet with the Concierge Team and the Alignment meeting with the other Heads? I will send a file from Ground Services where the layout of the whole structure is there, we can start planning even before we go to the new bldg. Who can I coordinate with this? We can coordinate with ground services or ask permission from Pastor JP

- coordinate with ground services to minimize duplicate tasks - Who may I contact po? Coordinate with Ptr Ickhoy to sync your ground support, in case they have their own plan.  We can discuss this further when we meet.

[Charlie Tan]

[Redge Gorospe]

Noted for Airport kiosk :) Thanks.

Blessings,

Redge

[Charlie Tan]

Thanks Redge, I forgot to include under Airport Kiosk, you need to find out if there is any expense involved in setting up our kiosks and how much if ever.  Also let the core know how much is your estimate on food and travel allowance per volunteer.

[Lynne Hernandez]

Hi Charlie,

Noted for our team, thanks. I have a process flow exclusively for delegate bus boarding. Will create another one for the whole hotel coordination process. 

Hi everyone,

Finishing up the minutes of yesterday's meeting, will send asap. Kindly send updated slides to me for collation. Thank you! See you all tomorrow.

In His service,

Lynne

--
"Lord, help me to do great things as though they were little, since I do them with Your power; and little things as though they were great, since I do them in Your name." --Blaise Pascal

[Charlie Tan]

Dear Lynne,

Thanks, we will discuss your process flow in one of our meetings.

Volunteer Care will not present anymore, no need to include in the powerpoint presentation.

Volunteer Care will not recruit anymore, no need to make sign up sheet for them.

In His Service,

Charlie

[Redge Gorospe]

Ok copy Charlie :) Amazing your attention to detail and letting us know. Learning much from this!

Blessings,

Redge

[iaree...@yahoo.com]

Thanks for this helpful info  ,bro charlie. 

God bless:)

Sent from my iPhone

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[Bryan Kong]

Noted! Thank you for this!

Bryan

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From: "iaree...@yahoo.com" <iaree...@yahoo.com>
To: Charlie Tan <cs...@mac.com>
Cc: Redge Gorospe <regina...@gmail.com>; Ma. Cristina Batalla <cristin...@gmail.com>; Mymy Tan <mym...@mac.com>; Robert Tan <rjt...@gmail.com>; Edwin Cua <eoc...@yahoo.com>; "joana_...@yahoo.com cua" <joana_...@yahoo.com>; "lejandr...@onemegagroup.com" <lejandr...@onemegagroup.com>; Lynne Hernandez <lgcher...@gmail.com>; sherryl aguado <shea...@yahoo.com>; Albit Rodriguez- CCF <a.rod...@globelines.com.ph>; Bryan Kong <fbr...@yahoo.com>; Bernard Angeles <brg_a...@yahoo.com>; "gdc-hospital...@googlegroups.com" <gdc-hospital...@googlegroups.com>
Sent: Friday, 5 April 2013 11:57 PM
Subject: Re: My additional inputs

Thanks for this helpful info  ,bro charlie. 

God bless:)

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