In hospitality, seasonality isn’t just a footnote in the budget—it’s often the main storyline. These seasonal surges can make or break a business, whether it is summer vacationers filling suites on the oceanfront, group travel in fall spiking occupancy or citywide events compressing an entire market.
At Newport, we recognize that success during these windows depends not just on being busy—but on being prepared. The way we approach these key periods will affect our financial results, guests’ satisfaction, and the morale of our team.
Two words come to mind when I consider what makes a successful property stand out in these moments: Preparation The following are some examples of how to get started: Communication.
Prepare for the surge: Plan ahead
Being prepared is not reactive. It’s proactive. This is what it looks like:
- Revenue Strategy
Ensure that your rates and availability have been optimized far in advance. Our revenue leaders at Newport begin planning strategies one year in advance. It’s essential to lock in those plans across all systems—PMS, CRS, OTA extranets—and monitor pacing consistently. - Supply Chain Readiness
Re-evaluate par levels and order with each department. Loop in your frontline teams—they often catch things managers miss. Running out of pool towels on a Saturday afternoon isn’t just inconvenient—it’s costly in guest satisfaction and recovery. - Staffing & Scheduling
The importance of seasonal staffing cannot be overstated. The hiring of temporary or part-time help is useless without proper training in brand standards and customer service culture. Always be on the lookout for PTO approvals. To prevent gaps in the calendar during periods of high demand, use an annual calendar that has blackout dates. - Facility & Equipment Checks
Ensure that everything, from elevators to ADA pools lifts to commercial washing machines is working. Prior to seasonal peak times, preventative maintenance is essential. This includes equipment that is rarely used outside of these periods. - We offer a wide range of tailored services to our guests
Know your audience. Seasonal travelers may require different food & beverage, amenity, or service adjustments. You might want to change your breakfast choices if you have a lot of guests from abroad. Consider a gear cleaning station or fast-service options for families if youth sports teams check in.
Communication: Align your team, elevate the experience
Communication is key to the success of any plan.
- Pre-Season briefings
Start early by holding leadership meetings to review department checklists, seasonal timelines, and group forecasts. Team-wide sessions can help align everyone with what to expect. - Build Excitement
Think of pep rallies. Team gatherings can be used to energize and connect people. You can host a kickoff that includes music, snacks or games. You can influence the way your team will greet guests by setting a positive tone. - Daily Information Flow
Use tools like Quore, pre-shift standups, and updated communication boards to keep details top of mind—VIP arrivals, group schedules, changes in service, etc. The more knowledgeable your team, the more capable and confident they will be. - Documentation & Visibility
Make sure group schedules and BEOs are easily accessible at the front office, in the back of house and department hubs. By making the plan visible, everyone can take ownership of it. - Recognition & Rewards
Seasonal fluctuations are difficult. Show your appreciation. It doesn’t matter if it is a shave-ice truck or a snack cart, but small gestures are appreciated. Celebrate the successes and the people who make them happen.
The Bottom Line
Your busiest seasons should be your best seasons—not your most stressful ones. By focusing on team communication and proactive preparation, you can convert seasonal volume to sustainable success. Great results aren’t just a coincidence. They’re the result of teams who were ready—together.
