Hospitality Team — Chief Guests, VIP Guests & Sponsors
Hospitality — 44 members. Chair: Manigandan Kanagasabai; Co-Chair: Mahendiran Neelagandan.
Overview
The Hospitality Team is responsible for providing a smooth, respectful, and well-coordinated experience for Chief Guests, VIP guests, and key sponsors. The team will coordinate airport receiving, hotel readiness, transportation support, welcome arrangements, guest room setup, and dedicated guest assistance throughout all FeTNA days.
This is a working plan. More tasks, names, contacts, and detailed assignments can be added as planning progresses.
Hospitality Workflow
Coordination Matrix
| Committee / Team | Hospitality Coordination Needed |
|---|---|
| Program Committee | Chief Guest details, program schedule, stage presence, arrival priorities |
| Transportation Team | Airport pickup, drop-off, local movement, driver assignments |
| Hotel Coordination Team | Room details, check-in support, room setup, water replenishment |
| Registration Team | Badges, check-in support, VIP access details |
| Sponsorship Team | Sponsor guest information, sponsor priority list, hospitality needs |
| Food Team | Snacks, water bottles, dietary needs, fruit basket items |
| Security / Protocol Team | VIP movement, venue access, stage-side coordination, controlled areas |
Committee Overview
The Hospitality Team is responsible for providing a smooth, respectful, and well-coordinated experience for Chief Guests, VIP guests, and key sponsors. The team coordinates airport receiving, hotel readiness, transportation support, welcome arrangements, guest room setup, and dedicated guest assistance throughout all FeTNA days.
Official Responsibility
Ensure all Chief Guests, VIP guests, and key sponsors are welcomed, supported, and guided smoothly from arrival to departure during the FeTNA Convention.
Scope of Work
- Guest information coordination (travel, hotel, schedule, dietary, accessibility)
- Airport pickup and drop-off coordination for Chief Guests, VIPs, and sponsors
- Dedicated point-of-contact assignment for each Chief Guest
- Welcome arrangements — bouquets, goodie bags, info packets
- Guest room setup — fruit basket, snacks, water, special items
- Sponsor hospitality experience aligned with Chief Guest standards
- Expense reimbursement coordination for gas, toll, and parking
Key Workstreams
- Collect guest details (name, title, contact, flight itinerary, hotel, accompanying guests)
- Receive guest — airport pickup, bouquet, welcome support
- Support during event — transportation, schedule guidance, coordination
- Departure support — drop-off coordination and final assistance
- Daily water bottle replenishment in guest rooms
- Backup contact assignment when primary is unavailable
Focus Areas
Onsite Execution Plan
- Welcome the guest upon arrival
- Support hotel check-in and confirm room readiness
- Assist with transportation during all FeTNA days
- Keep guests informed about schedules and locations
- Coordinate with Program, Transportation, Registration, Food, and Security teams
- Stage-side coordination and controlled-area access for VIPs
- Daily water replenishment and room top-up checks
Coordination Needed From Other Teams
- Program CommitteeChief Guest details, program schedule, stage presence, arrival priorities (Required Early).
- Transportation TeamAirport pickup, drop-off, local movement, driver assignments (Ongoing).
- Hotel Coordination TeamRoom details, check-in support, room setup, water replenishment (Before Arrival).
- Registration TeamBadges, check-in support, VIP access details (Before Event).
- Sponsorship TeamSponsor guest information, sponsor priority list, hospitality needs (Required Early).
- Food TeamSnacks, water bottles, dietary needs, fruit basket items (Daily Support).
- Security / Protocol TeamVIP movement, venue access, stage-side coordination, controlled areas (Event Days).
Committee Contacts
- Manigandan KanagasabaiChair+1 (609) 481-1215
- Mahendiran NeelagandanCo-Chair+1 (203) 710-6166