How are you sequencing client updates and staff handoffs the week of an event? At our property, I send 30/7/24-hour emails plus a morning text on event day, then brief the banquet captain at 6:30 a.m. with a one-page client priorities sheet; would love any templates or tools you use to keep both the client and hotel team aligned.
I anchor the week with a shared ‘no surprises’ doc in Google Drive that both the client and banquet team can see — one tab for timeline, one for VIPs, plus a red/yellow/green risk column — so no one’s playing telephone at 6 a.m.; I also record a 3‑minute Loom the day before for the captain to review on break. If your email cadence is working, this usually replaces day‑of texts; the caveat is you need a single owner to update the risk column after each touchpoint so it never goes stale. Would a short Loom lighten your morning brief without adding drag?
Quick example: building on @lwilliams, I pin an “If you only read one thing…” message in a shared Slack/WhatsApp the afternoon before — VIPs, any room tweaks, dietary red flags, load‑in windows, and a single escalation number — and I read it in the 6:30 a.m. huddle so it sticks like a bright sticky note. Small caveat: this only works if the client’s comfortable in the shared channel; otherwise I text the captain the same one-liner screenshot. Would your team go for a shared channel so the captain sees client updates in real time?
Keep your 30/7/24 cadence, but turn the 24‑hour note into a calendar invite titled “T‑24 Go/No‑Go” with the one‑page priorities attached and a hard “no changes after 3 p.m.” line so it lives on everyone’s phone. At 6:30 a.m., I trade the sheet for a half‑sheet lanyard card plus a QR to a captain‑only live run‑of‑show, which kills the hallway “what’s the coffee pour?” pings. A 60‑second voice memo to the captain the night before also smooths last‑minute jitters.