Global reach, Local expertise Rugby World Cup 2019 Japan Hospitality Staff RFP
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Global reach, Local expertise Rugby World Cup 2019 Japan Hospitality Staff RFP
Rugby World Cup 2019 Japan What is the Rugby World Cup? Hosted once every four years, the Rugby World Cup is rugby's centrepiece event. It is the big stage that rugby players from all over the world dream of reaching. Held over the course of seven weeks, it is the 3rd largest sports event in the world after the Olympic Summer Games and the FIFA Football World Cup. Tournament Dates 20th September (Fri) - 2nd November (Sat), 2019 Teams 20 participating teams Format Total of 48 matches: 1 Pool stages: 4 pools of 5 teams, 40 pool matches in total. 2 Finals: Quarter finals, semi finals, bronze final, finals Match Venues 12 venues across the whole of Japan http://www.rugbyworldcup.com/venues Opening Match 20th September (Fri), 2019 Tokyo Stadium Finals 2nd November (Sat), 2019 Yokohama Stadium, Kanagawa
RWC 2019 Japan – Host Cities
Staff Job Descriptions (Preliminary) The following positions will be offered during the Rugby World Cup : 1) Hospitality Desk Assistant 2) Airport meet & greet staff / arrival bus host 3) Motorcoach transfer host Candidates will be assigned to roles based on personality, professional experience, language skill and enthusiasm.
Staff Job Descriptions (Preliminary) The local based staff role requirements: Hospitality Desk Staff (AM and PM shifts): - Assist hospitality desk managers with all guest relations responsibilities, providing local knowledge - Assist with check-in and out of guests and credentialing process - Answer guest questions and be overall guest facing support - Assist in all administrational matters for all upcoming group processes - Provide information about the clients RWC activation and overall RWC movements - Update program related information displayed on electronic media channels - Be familiar with all activating sports by the client and be aware of sport results - Assist with local information and special arrangements as requested by guests - Liaise with hotel concierge on any information to assist with servicing guest requests - Keep track of guest requirements and follow up appropriately - Have full understanding of hotel services offered - Work with guest lists and program reports - Provide translations from Japanese to English or English to Japanese as required - Be able to communicate in English and Japanese - Work with various means of communication (phones and radios) and follow communication protocols - Assist other Senior account staff if required
Staff Job Descriptions (Preliminary) The local based staff role requirements: Airport / Venue Staff (AM and PM shifts): - Be able to communicate in English and Japanese - Be familiar with airport for arrival and departure processes - Be aware of RWC venue egress / ingress process and special RWC requirements - Assist with luggage handling at airport - Distribute spectator passes to arriving guests and inform and advise them on pass activation process - Work with various means of communication (phones and radios) and follow communication protocols - Follow direction by Transportation Airport Team regarding arrival/departure information, transportation schedules and changes - Work with guest lists and program reports - Assist with guest arrivals; interface with bell captain as required - Assist with guest departures, guest luggage identification and placement on vehicles - Communicate with Senior staff as well as escort team on guest movements, arrivals and departures at airport and RWC venues - Be familiar with all activating sports by the client and be aware of sport results - Be familiar with RWC venue set up and venue First Aid locations - Advance venues for parking or drop-off/pick-up situations and follow plan for parking and onsite operations - Act as human signs to direct guests in/out from parking lots to venues
Hospitality Staff Profile (Preliminary) Motorcoach transfer host (AM and PM shifts): - Responsible for onboard AV; follow and communicate venue - Follow strict agency protocols on guest handling processes scripts in ways as directed - Direct and assemble guests as required and lead in/out of events/venues Answer guest questions and be overall guest facing support - Be able to communicate in English and Japanese - Keep coaches clean prior to guest arrival and after guest - Able to use the microphone for program announcements drop off - Work with various means of communication and follow communication protocols - Direct bus drivers when required and give directions on - Responsible for using, applying and handling radio communications in ways as directed program schedule - Check guest name list and track accurate guest amounts per event movement - Be aware of Rugby World Cup venues (egress and ingress) and guest assembling points at RWC and non-RWC venues - Follow the guest itineraries as directed - Study and follow contingency plan in case of emergency - Distribute RWC event tickets to guests pending on brand, wave and guest itinerary requirements - Be familiar with client showcase activations, communication -, egress and ingress protocol and entertainment schedule - Work with program senior staff on daily snack order amounts - Report guest incidents and prepare reports if required - Load guests onto bus (keeping accurate count) - Load dry snacks, boxed meals & beverages as needed - Distribute F&B onboard coaches - Use client hospitality signage at event locations in ways as directed
RWC 2019 – Uniform Examples The client will seek to provide staff uniforms which could include - Waterproof jackets - Fleece - Long Sleeve Top - Short Sleeve Top - Name Badge - Pin Staff to be dressed - Black trousers - Black sneakers - Black socks Uniform item selection will be provided at a later date
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