SUGGESTIVE CHECKLIST FOR CMD/DIRECTOR/VIP VISIT AT
NTPC LOCATION OR ANY OTHER LOCATION
INDEX
1. Pre-visit arrangements
2. Welcome at Airport/ Railway Station/ Helipad
3. Vehicle Arrangements
4. Accommodation Details
5. Meeting Room
6. Site Visit
7. Catering Arrangements
8. Other Important checkpoints
Name of the dignitary:
Designation:
Date of visit: ………………………… To: ……………………………
1. Pre-visit arrangements
Contact details of the dignitaries to be readily available with the concerned
officials
A brief of programme schedule to be prepared
A writeup to be prepared for all locations to be visited.
2. Welcome at Airport/ Railway Station/ Helipad
Bouquet on Arrival (Bouquets at multiple locations to be avoided)
Details of receiving official : as per requirement (preferably who identifies
the visiting dignitary)
Booking of VIP/Waiting Lounge (arrival /departure) : as per requirement
Arrangement of luggage identification & its carriage to Guest House/Hotel
Co-ordination with Airport authorities and CISF for smooth departure/arrival
of dignitary
3. Vehicle arrangements:
Type of vehicle to be booked (local/site visit) with vehicle number
Communication of vehicle details to Airport/Railway Staff for VIP area
parking (if possible)
Driver Details (name/contact number). Driver should be in neat & clean
uniform and should be well disciplined & well versed with all local routes
Vehicle Inspection before the arrival of dignitary:
i. Driver appearance
ii. Vehicle inspection (should be properly maintained with no mechanical
sounds)
iii. Seat covers should be neat and tidy (new towels should not be used for
the seat covers)
Refreshment packs to be kept in vehicle alongwith newspapers, magazines,
water bottles, wet tissues, umbrella
i. Safety or rain shoes to be placed in vehicle in case of site visit
ii. Medical kit (as per CMO or local doctor suggestion) to be placed in
vehicle in case of site visit or full day hiring
Vehicle to be booked for necessary time (full day/ night stay) as per tour
programme of the dignitary
Emergency vehicle details to be kept with concerned official on duty in case
of requirement
Multipoint charger of good brand to be kept in vehicle during the visit at all
time
4. Accommodation details:
Room to be booked as per entitlement of the dignitary
Complete address of the accommodation to be readily available with
concerned official with telephone numbers & contact number of the
representative of the hotel/ guest house
Escort official to be designated for a comfortable stay of the dignitary during
the visit
Checkin and checkout details to be available with the escort official. Further,
in case of hotel booking backup for room extension to be ensured in case of
early check in or late check out
Room inspection to be done prior to the visit of dignitary:
i. All electrical equipments should be in a working condition with no
mechanical sound
ii. Cleanliness of room/ toilet/ windows/ curtains/ doors etc. to be
ensured
iii. Fresh towels should be placed in toilets as well as room
iv. Bed sheets should be neat and clean. Provision of extra pillows to be
ensured in the room in case of requirement
v. Safety & security provisions to be ensured (in case of guest house
accommodation a small fire extinguishers to be kept at visible location).
vi. All civil works should be in tact (hotel/guest house)
vii. Provision of emergency power supply to be ensured
viii. Pest control should be done 1 day prior to visit of dignitary in Guest
house.
ix. Refreshments like fresh fruits (covered) alongwith soft beverages and
dry fruits to be kept in the room
x. Other material to be kept in room: Newspaper/ Magazine/ Water
Bottles/ Emergency contact number list /First aid & medical kit
a) For other furnishing/ material list in room IOM dated: 28.08.2012
from GM (HR), CC SCOPE may please be referred
xi. Toiletries kit to be kept in Room :
a) Male: Soap/ Shampoo/ Comb/ Toothpaste/ Toothbrush/ Shaving
Foam/ Shaving brush/ Shaving Blade/ Scissor/ Hair Oil/ Shoe
Polish/ Body lotion/ Face Cream/ Wet tissues/ Deodorant/ Room
Slippers etc.
b) Female: Soap/ Shampoo/ Comb/ Toothpaste/ Toothbrush/
Scissor/ Hair Oil/ Shoe Shiner/ Body lotion/ Face Cream/ Wet
tissues/ Deodorant/ Room Slippers
xii. Calling Bell should be working. Different calling bells to be used in case
of multiple dignitaries residing for easy identification.
xiii. Rooms should be aesthetically appealing preferably with potted plants/
statues/ paintings/ furnishings etc.
xiv. Telephone connection with STD/ISD facility to be provided in the room
xv. Internet connection (preferably Wifi) to be made available along with
PC/Laptop and Multifunction printer in case of Guest house
accommodation. In case of hotel accommodation, backup for the same
need to be arranged.
xvi. In room dining facility should be available with sufficient seating in case
of guests expected
xvii. Multipoint charger of good brand to be kept in room. Further, original
charger (SAMSUNG/APPLE) may be kept in reserve for any emergency
requirement.
5. Meeting Room:
An option of meeting room should be kept at place of accommodation or
nearby
Meeting room should have the following facilities:
i. Audio/ visual aids like Projector with Screen or TV
ii. Internet connection with PC/Laptop and Multifunction printer
iii. Facility for serving Tea/Coffee
iv. Facility for serving refreshments
v. Mint/Toffee Bowls to be placed in front of all dignitaries
vi. A glass of water with coaster to be placed in front of all dignitaries
vii. Provision of Pad/ Pencil /Pen to be made for all dignitaries
viii. Call bell to be provided in the meeting room
ix. Name plates of the dignitaries to be made in Hindi
6. Site Visit at NTPC or Non NTPC locations:
In case of Site visit, vehicles should be lined up 30 minutes prior to time of
departure with all checkpoints as mentioned in Sr. no. 1
In case of multiple dignitaries visiting any location, a trial run should be done
locally with all vehicles to ensure all divers are well versed with routes
(especially in Non NTPC Locations)
Dignitary should be received by concerned official at all stop over points
Arrangement for refreshments and other details to be made as mentioned in
Sr. No. 1
Security of the dignitary to be ensured at all times
Arrangement of red carpet welcome/ ceremonial welcome to be ensured as
per requirement only
7. Hospitality Arrangements
Food Choice of the dignitary to be obtained before finalizing the menu
(Vegetarian/ Non Vegetarian/ Items liked or not liked/ Less or More Spicy/
Less oily / allergies if any etc.)
Place of dining to be ascertained from the dignitary (private / with guests/
with officials). In case of pre arrangements done the dignitary should be
communicated well in advance about the venue and timing
Tea / Coffee preferences to be ascertained
Morning Bed Tea or other requirement for the next day to be ascertained
from dignitary before end of the day
8. Other Important checkpoints:
Blood group & health conditions (any specific) of the dignitary to be
ascertained prior to the visit
In case of any local sightseeing is planned/ to be planned, the same may be
ascertained from the dignitary in advance to avoid last minute arrangements
Minute to Minute programme schedule to be given to the dignitary as
finalized (in vehicle / room) alongwith a small writeup on all locations
planned to be visited
A brief information with travel time & distance to be provided to the
dignitary regarding nearby famous sightseeing’s/ locations/ cultural heritage
properties
i. If any programme is finalized for the visit, refreshments during journey
& at site to be ensured
ii. Vehicle to be reported 30 mins prior to time of departure
Arrangement of photographer for the visit as per requirement
In case of a helicopter visit:
i. Arrangement of a Fire tender & ambulance to be ensured at time of
landing/ takeoff
ii. Accommodation of pilot and team to be arranged as per requirement
iii. Arrangement of refreshments in helicopter for the journey at time of
departure
Welcome at Airport/ Railway Station:
Details Yes/ No/ Checkpoints
Bouquet on Arrival ………… (Bouquets at multiple location to be
avoided)
Receiving Official As per requirement
Booking of VIP Lounge As per requirement
(Arrival/Departure)
Vehicle arrangement:
Type of Vehicle Booked:
Driver Details:
Vehicle Inspection before visit: Driver Appearance / Vehicle condition /Seat
covers in neat condition (no new towels to be
used)
…………………………………………………………….
…………………………………………………………….
Material to be provided in Vehicle: Refreshments/ Newspaper and Magazine/
Umbrella/ Water bottles etc. / Wet tissues/
Safety or Rain Shoes(for site) / Medical kit in
case vehicle deployed for full day
Vehicle Requirement: Full Day/ Night Stay ( to be ensured as per
tour programme or as per dignitary
requirement)
Accommodation Details:
Details
Accommodation provided at
Hotel/Guest house etc.
Complete Address of accommodation
Escort Official
Accommodation arrangement:
Room details: (backup for extension of room to be ensured
in case of early checkin or checkout)
Checkin and checkout timings: Working condition of all electrical
equipments, toilet fittings etc. / Cleanliness of
room, Doors, windows, toilet, curtains etc./
Emergency Power Supply / Pest control/ Clean
Room Inspection before visit: bed sheets, Blankets, Towels etc. / Safety &
security provisions
Material to be ensured in room Refreshments like fruits (fully covered) / Soft
through Hotel/Agency/NTPC: Beverages/ Newspaper/ Water bottles etc. /
Dry Fruits / Emergency Contact Numbers/
Toiletries kit (male/female) having all essential
materials like Soap, shampoo, tooth paste,
tooth brush, shaving foam (male), shaving
brush (male), shaving blade (male), scissor,
hair oil, show polish, body lotion, face cream,
wet tissues, deodorant (male/female), room
slippers etc. / Provision of extra pillows/
Calling Bell/ Fire Extinguisher if possible
(small)
Note: Rooms should be aesthetically appealing
preferably with potted plants/ statues/
paintings/ furnishings etc.
Telephone connection with STD/ISD calling
facility
In room dining facility to be available with
sufficient seating in case of guests expected
Meeting facility at place of Meeting room arrangements to be made at
accommodation: place of accommodation or nearby with Audio
Visual Aids/ Refreshments (Mint bowls etc.) /
Water Facility/ Tea and coffee facility /Podium
etc.
Site Visit:
o Vehicle line up
o Umbrella with a escort
o Assembly time for visit at place of accommodation
o Reception by concerned officials at various locations
o Arrangement of water / soft beverages/ tea/ coffee/ refreshments during the site
visit
o Security of the dignitary to be ensured at all locations
o Arrangement of red carpet welcome/ ceremonial welcome – as per requirement
Catering Arrangements:
o Food Choice of the dignitary to be obtained before finalizing the menu
(Vegetarian/ Non Vegetarian/ Less or More Spicy/ Less oily etc.)
o Place of dining to be ascertained from the dignitary (private / with guests/ with
officials)
o Tea/ coffee preferences to be ascertained
o Morning Bed Tea or other requirement for the next day to be ascertained from
dignitary before end of the day
Other Important checkpoints:
o Emergency vehicle backup to be kept with the protocol official
o Any visit locally to be ascertained from the dignitary well before time to avoid last
minute arrangements
o Minute to Minute programme schedule to be given to the dignitary as finalized
(in vehicle / room)
o A brief information with travel time & distance to be provided to the dignitary
regarding nearby famous sightseeing’s/ locations/ cultural heritage properties
o If any programme is finalized for the visit, refreshments during journey &
at site to be ensured
