Minutes of the Meeting (6 April 2013)

[Lynne Hernandez]

Dear all,

Please find minutes of the post-GA meeting attached. Have a blessed Sunday!

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

[iaree...@yahoo.com]

Thanks so much for this ,sis. :)

Sent from my iPhone

> <GDC Hospitality Core Committee Meeting (6 April 2013).docx>

[Charlie Tan]

Hi Lynne,

Thank you for your dedicated service. I thought you all rested yesterday.

I will submit my assignment tonight, hopefully.


In His Service,
Charlie

Sent from my iPad

On Apr 7, 2013, at 8:44 AM, Lynne Hernandez <lgcher...@gmail.com> wrote:

[Francis Kong]

Hello! Ill iron out a few details and hopefully ill send in my ideas for the hospitality ids and badges tonight. I also got the help of a graphic designer to come out with designs for the badges and wrist bands. Thanks for this! Have a blessed Sunday, guys! :) Bryan Sent from Yahoo! Mail on Android

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From: Charlie Tan <cs...@mac.com>;
To: Lynne Hernandez <lgcher...@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 <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>; Bernard Angeles <brg_a...@yahoo.com>; Redge Gorospe <regina...@gmail.com>; Gdc Hospitality heads <gdc-hospital...@googlegroups.com>; Tintin Batalla <cristin...@gmail.com>;
Subject: Re: Minutes of the Meeting (6 April 2013)
Sent: Sun, Apr 7, 2013 1:42:29 AM

[Francis Kong]

Hello! Ill iron out a few details and hopefully send in my ideas for the hospitality team badges and ids tonight. I also got the help of a graphic designer to come out with designs for the badges and wrist bands.

Thanks for this! Have a blessed Sunday, guys! :) Bryan Sent from Yahoo! Mail on Android

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From: Lynne Hernandez <lgcher...@gmail.com>;
To: Charlie Tan <cs...@mac.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>; 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>; Bernard Angeles <brg_a...@yahoo.com>; Redge Gorospe <regina...@gmail.com>; Gdc Hospitality heads <gdc-hospital...@googlegroups.com>; Tintin Batalla <cristin...@gmail.com>;
Subject: Minutes of the Meeting (6 April 2013)
Sent: Sun, Apr 7, 2013 12:44:05 AM

[Bryan Kong]

Hello Team,

Here are my ideas on the Id and badge system. 

IDs and Badges for GDC

-At any given time, volunteers will have a color coded ID to identify which team they are volunteering for.

-Badges will be given to specific volunteers which will be given access to certain restricted areas.

Area Should be color coded:

VIP Lounge (Gold Area)

VIP2 Lounge for CAT2 and CAT3 (Silver Area)

HQ Area (Silver Area)

VIP CAT1 Restrooms (Gold)

VIP CAT2 Restrooms (Silver)

Badges

CAT1 (Gold)

All access pass to CAT1 or speakers lounge, backstage, main hall

CAT2 (Silver)

All access pass to CAT2 and CAT3 lounge, backstage, main hall

CAT3 (Silver)

All access pass to main hall, VIP2 lounge

I hope this helped! Do share your thoughts and if we all agree, I can pitch this to Ickhoy.

Regards,

Bryan

[Charlie Tan]

Hi Bryan,

Great idea.  My inputs are as follows:

1. Will the badges be given to VIP volunteers only?  If so, then we would assume that a volunteer without badge will not be able to enter the below access area.  (For main hall, Ushering volunteers of main hall can enter but not the other volunteers of the other teams.)

2. When you say color coded ID to identify which team, can I assume that Hospitality will have a single color, while Ground Services will have another color?

3. I think the other teams can also use this basic 2-system checking in order to provide different security levels within the 1,000+ volunteers.

4. Have you decided to put or not to put our picture in the ID? (Maybe no more time).

In His Service,

Charlie

[Francis Kong]

Hello Charlie, The ID and badge system can also be applied to other teams. We can appoint colors for different departments (ex. Red for hospitality, yellow for ushering, etc.) The badges colored gold and silver will only be given to the VIP team as the vip lounges will have those as its color. Volunteers taking care of backstage should have their own color as that area should have its respective color code as well. Maybe the gold badge, even though limited can be given to the committee heads as well or anyone involved. The id and badge design will be done as promised by the graphic designer by next week. I did not request for photos to be placed on the id because of time constraints and ease of execution. I agree with having this system applied to other teams as well so theres uniformity and alignment. I apologize if my system is well communicated. Maybe we can discuss this on the next meeting?

Bryan Sent from Yahoo! Mail on Android

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From: Charlie Tan <cs...@mac.com>;
To: Bryan Kong <fbr...@yahoo.com>;
Cc: Lynne Hernandez <lgcher...@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>; sherryl aguado <shea...@yahoo.com>; Albit Rodriguez- CCF <a.rod...@globelines.com.ph>; Iaree Reyes <iaree...@yahoo.com>; Bernard Angeles <brg_a...@yahoo.com>; Redge Gorospe <regina...@gmail.com>; Gdc Hospitality heads <gdc-hospital...@googlegroups.com>; Tintin Batalla <cristin...@gmail.com>;
Subject: Re: ID and Badge System Proposal
Sent: Mon, Apr 8, 2013 12:03:04 PM

[Charlie Tan]

Hi Bryan,

Everything is ok with me. I agree with color coded ID and special badge for special-security sensitive areas as additional level 2 security.

As for ID picture, I know time is really tight if we will get photo of volunteers.  I am just thinking of other volunteers who will not make it on a certain day and just give their ID to another person.  Sabagay, 6000 local delegates wala ring picture, so there is a chance of them giving their IDs to someone with bad intention, not unless they scan all IDs entering the CCF bldg.  In big conferences, there is also no picture in their IDs.  The best is still accountability among each team and each committee.

Thanks Bryan, will wait for your design next week.  Personally, I think you can send your ideas to Ptr Ickhoy and AC Ong already.

In His Service,

Charlie

[Ma. Cristina Batalla]

Good morning :-) I still wish to push through to get photo of volunteers.  They can send us copy through email -

VIP / Bus marshal and Airport concierge is critical .

--
“..... Our GOD whom we serve is able and HE WILL ...."   Daniel 3:17

[Myrabelle C. Tan]

Hello Andra,

Just a few comment or add on that you might want to put at the back:

-GDC is not responsible for any loss of content or valuables inside the baggage. Kindly secure all your baggage for your protection.

Thank you!

In His service,

Mymy

On Apr 10, 2013, at 12:58 PM, Lejandra Matias wrote:

Hi All,

Please see below ideas for the Luggage Station. Attached is a proposed design for the claim stub for approval.

·         Process - would be the same as any baggage claim station in supermarket/ department stores.

o    Delegate to deposit luggage at the luggage station

o    Luggage Station Volunteer (LGV) to issue a proper claim stub

o    Delegate to Fill Out Name in the claim stub

o    LGV to attach claim stub to deposited item/ luggage

o    Delegate to present claim stub to the LGV at the station to retrieve item(s)/ luggage

o    Lost Claim Stub

§  Delegate to present proof of Identity (Passport/ Conference ID etc.) to be able to claim their deposited item(s)/ luggage.

·         Design 

o    No need for special color/ special design (except for the logo so that it looks official for the conference) 

o    Stubs must have control numbers

o    Perforation needed for easier issue of claim stub

o    Thicker paper is recommended

Let me know if there are anything that you would like to include pa po.

PS. I also included Curly in the email thread, she is my partner for Concierge Committee.

Muchos!

Lejandra Matias

<Luggage Claim Stub Design.pdf>

[Lejandra Matias]

Hi po, 

Instead of this can we put something like. 

"Please do not leave valuable items such as laptops, phones, camera, etc., and be sure to secure your luggage or items with locks." 

Because I feel that we will really have to be responsible for the safekeeping, but we should discourage them from leaving valuables.

I also requested to have a sign in the luggage area reminding the delegates not to leave any valuable items such as laptops, phones, cameras etc. aside from the locks.

Sent from my iPhone

[Lejandra Matias]

Oops sorry my mistake, I misread the first email, you were pertaining to items inside po pala.

I will add this to the design.

Thank you

:)

Sent from my iPhone

On Apr 10, 2013, at 5:17 PM, "Myrabelle C. Tan" <mym...@mac.com> wrote:

[Charlie Tan]

Hi Andra,

Yes, we cannot ask them to open and check the contents.  We just secure them like in bookstores.

Can we ask them to write the following information as well besides their names?

A. Hotel

B. Contact Number

For the luggage area, we are thinking of 2 open spaces under the stairs, just outside the entrance to the main lobby.  Therefore there will be 2 tables (left and right side),  Before May, we need to coordinate with Security to make sure that area is secured.  Each table will be manned by at least 2 volunteers, preferably 3 with at least 1 guy.  I am thinking that the 2 table will be there on the 1st day and last day.  For the 2nd day and 3rd day, maybe 1 table will do with 1 or 2 volunteers just in case, or another option would be to use the lost & found area as luggage storage area for day 2 and day 3.

In His Service,

Charlie

[EOC Food]

Hi,

Let me share my 2 cents advice, i personally dont think we should make a form for the delegates to fill out whenever they would leave their baggage with us, just do it like in the supermarkets/ department stores or even in hotels, give them a stub with matching number. Lets just make a big signage with all the important reminders & waivers for them to read. In that way, we avoid the baggage counters from being overcrowded. Besides na sa labas yun mga counters kaya mainit yan. 

May be we can consider this.

Thanks,

Edwin

Sent from my iPad

[Lejandra Matias]

The name is a back-up just in case they lose their claim stub. At least we can match their name on the stub that will be left with their luggage to their ID or passport. 

Sent from my iPhone

[EOC Food]

Lets see na lang during the actual days of the event, if it will create necessary overcrowding of people in the area just for baggage deposit, we have to scrap that process. Nasa tabi ng entrance kasi yun baggage area natin. Thanks

Sent from my iPad

[iaree...@yahoo.com]

With all due respect,i agree with andra. The form can serve as a back up. Just kindly make the details of the form simplier and shorter to save more time from possible long queueing and yes tama, mainit din. :)

Sent from my iPhone

On Apr 11, 2013, at 9:12 AM, EOC Food <eoc...@yahoo.com> wrote:

[Edwin]

Copy

Sent from my iPhone

[Charlie Tan]

Hi Edwin,

Actually, they will not fill up a form.  The procedure is as follows:

1. Delegate approaches baggage area with their bags

2. Delegate will be given 1 tag per baggage, they will fill each tag with the following information:

A. Name (required)

B. Hotel (optional)

C. Contact No. (optional)

3. Volunteer will cut the tag and attached 1 part to each bag and return the other part to the delegate

My comments are as follows:

1. There is always a chance that there will be traffic in the baggage drop off area, the solution is to have a space for them to fill the tags or the volunteer can verbally ask them and volunteer write the answer in the tags.  Volunteers just need to be attentive and fast.

2. We cannot let the delegate drag the bag around the worhip hall.  So luggage drop off area is a must.  In hotels, when we drop off the bags, they need the following information, name, room no. & no. of bags

3. The name is really required since there is a chance that delegate will lose the bag tag.  The hotel and contact no. is optional just in case delegate forgot to claim their bags in the evening.

Thank you for all your inputs, lets do what we can in the limited time we have.

In His Service,

Charlie

[EOC Food]

Hi,

Still on baggage issue. May be, all our HBC volunteers can advance notify the delegates as they prepare them for the bus ride, NOT to bring unnecessary baggage with them to the venue, so that this will minimize baggages for our storage. 

Thanks

Sent from my iPad

On Apr 11, 2013, at 9:31 AM, iaree...@yahoo.com wrote:

[Lynne Hernandez]

Noted. We will include this in the Reminders/Guidelines which they will receive upon checking in. Thanks!

[Charlie Tan]

Hi Edwin,

Actually the main purpose of the baggage area is for those delegates who comes directly to CCF from the airport and those who will go directly to airport from CCF on the last day.

We have not yet decided whether we will check and keep those delegates with big bags who are entering CCF.

I think this will be part of the ground services or security group.

In His Service,

Charlie