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RomaHostess
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International and Chinese clients

A clear route to organising services in Italy

Roma Hostess helps companies based outside Italy prepare the local part of their project with a written brief, agreed responsibilities and one accountable Italian counterpart.

Designed for cross-border projects

What we clarify before you travel

The service is prepared around the venue, schedule, audience and operating requirements of your project in Rome and its province.

  • Scope, dates, working hours and on-site responsibilities
  • Required languages and actual level to be verified during selection
  • Dress code, product briefing and escalation contact
  • Written quotation in euros, included services and optional items

Local delivery

Services available through Roma Hostess

Each request is assessed against real availability and confirmed only through a written quotation.

Welcome and event reception

The first line: entrance, guest list, orientation.

The entrance desk sets the tone for everything else. Our welcome figures manage the named list, recognise VIP guests, orient towards the hall, cloakroom and services and keep the entrance flowing even when everyone arrives in the same quarter-hour.

  • Guest-list and reserved-seat management
  • Welcome in Italian and English, other languages on request
  • Handout of badges, materials and welcome kits
  • Orientation to hall, cloakroom and services

Congress hostesses and secretariat

Registrations, badges, parallel rooms, speakers, timing.

Rome is one of Europe’s capitals of the medical-scientific and institutional congress. Here the service is made of precision: registration desk, badge printing, access control to parallel rooms, speaker assistance, mics and strict adherence to the running order.

  • Registration desk and badge handout
  • Access control and management of parallel rooms
  • Assistance to speakers, slides and mics
  • Support for the secretariat and CME credits

Institutional events and protocol

Public sites, authorities, protocols, security lists.

Staffing an event in an institutional venue calls for attention to protocol: order of arrival of the authorities, reserved seats, lists to submit in advance to the security offices, a sober and discreet manner throughout.

  • Management of named lists for the security offices
  • Welcome of authorities and institutional guests
  • Respect for protocol and reserved seats
  • Absolute confidentiality on people and content

Stand staff at Fiera Roma

Welcome, promoters and lead collection at the exhibition centre.

For exhibitors at the Roman exhibition centre and for events hosted in the city’s halls: stand supervision, visitor qualifying, product promotion and structured collection of contacts.

  • Stand supervision and visitor qualifying
  • Promoters trained on the product before opening
  • Lead collection with badge scanner or digital forms
  • Team leader and daily report

Interpreters and bilingual hostesses

Foreign delegations, institutional tables, international press.

Rome hosts delegations, international organisations and foreign press. We provide business interpreters and bilingual hostesses with language level verified at interview, prepared on the context and terminology of the event.

  • English, French, Spanish, German, Portuguese, Russian, Chinese, Arabic
  • Negotiation interpreting and delegation escorting
  • Language support at press conferences
  • Translation of floor materials

Hospitality, cloakroom and floor service

Gala dinners, openings, historic residences.

The figures that make an evening event orderly: cloakroom, reserved-area supervision, escorting to tables, managing the transitions between aperitif, dinner and entertainment. With the attention that historic venues require.

  • Cloakroom and reserved guest area
  • Escorting to tables and managing the moments
  • Supervision of halls in historic residences and listed sites
  • Coordination with catering and technical suppliers

Remote preparation

From the first brief to on-site delivery

Documents and briefing can be prepared remotely before the team or client arrives in Italy.

  1. 1 · Briefing, in person too

    Being based in Rome, we can meet or do a site visit on location. We define the type of event, hours, expected flows, dress code and languages needed.

  2. 2 · Written quote in 24 hours

    Profiles, headcount, hours, daily cost per role, any extras and the total. For public bodies we prepare the documentation for MePA.

  3. 3 · Selection and shortlisting

    You get a shortlist of candidates with photo, experience, languages and availability, chosen from those who have already staffed that kind of hall or event. If a profile doesn’t convince you, we replace it before confirmation.

  4. 4 · Contracts, paperwork and lists

    Engagement, contracts, mandatory notifications, insurance and payments are on us. We prepare in good time the named lists required by venues and security offices.

  5. 5 · Operational briefing

    The team gets a written briefing: floor plan, positions, hours, dress code, what to say and what not to. For complex events a rehearsal is held the day before.

  6. 6 · Event and continuous support

    Team leader on site, roll-call, shift management and immediate replacements. An OPEN contact stays reachable for the whole event.

  7. 7 · Report and close-out

    Attendance statement, any collected data and a short note on what worked and what would be worth changing next edition.

Questions from international clients

Can a company based outside Italy request the service?

Yes. OPEN S.r.l. assesses requests from international companies and provides a written quotation based on location, dates, scope and availability.

Can the briefing be completed remotely?

Yes. Objectives, schedules, roles, dress code, language requirements and reference materials can be agreed before arrival in Italy.

Can we request Chinese-speaking or multilingual staff?

Language requirements can be included in the brief. Availability and the required proficiency level are verified during selection and confirmed in writing.

Who is the Italian contractual counterpart?

OPEN S.r.l., VAT no. 16423471008, is the company identified on the website and in the quotation.

Keep exploring

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