Receptionist：Good morning, Sir. How may I assist you?

Jordan Kimura：Good morning. My name is Jordan Kimura. I work for the Japanese Embassy in Bern. We have made the reservation of several accommodations at your hotel.

I have come to provide you with some additional information and details, including the room allocation.

Receptionist：Mr. Kimura, thank you for choosing our hotel. I am delighted to assist you.

Jordan Kimura：It is of utmost importance that our guests’ privacy be respected.

His Imperial Highness, Crown Prince Fumihito, and his wife, Princess Kiko, will be staying in the two-bedroom suite.

The other rooms will be occupied by His Imperial Highness' secretary, Ken Fukami; Princess Kiko's secretary, Naho Natori and their interpreter, Roberto Tachibana.

The fourth and last room is reserved for His Excellency, Ambassador Kojiro Shiraishi.

Receptionist：Our hotel will definitely ensure the privacy of these high-profile guests. What are the dates of the reservation?

Jordan Kimura：The guests will arrive tonight and stay here for three nights.

Receptionist：Thank you, Mr. Kimura. Let me summarize the details of the reservations: a two-bedroom suite and four rooms from tonight for three nights. The two-bedroom suite is assigned to Their Imperial Highnesses, Crown Prince Fumihito and Princess Kiko. The four rooms will be assigned to His Imperial Highness' secretary, Mr. Ken Fukami; Princess Kiko's secretary, Ms. Naho Natori; the interpreter, Mr. Roberto Tachibana; and His Excellency, Ambassador Kojiro Shiraishi.

Jordan Kimura：Yes, that is all correct. In addition, we, at the Japanese Embassy in Bern, are looking for a suitable venue to host a private summit on Saturday evening with His Imperial Highness Prince Fumihito, His Excellency Ambassador Kojiro Shiraishi and the president of the IOC (International Olympic Committee), Thomas Bach.

Would you be able to suggest the most appropriate place to host this important meeting?

Receptionist：I understand this is a high-level summit. Our hotel will definitely be able to accommodate your request. How many people in total will attend the summit?

Jordan Kimura：There will be five guests. In addition to those I just mentioned, His Imperial Highness Prince Fumihito's secretary and interpreter will attend.

Receptionist：You mentioned the meeting will be held on Saturday evening. Would it be appropriate to hold the meeting in our private dining room?

At this point, the customer and receptionist are interrupted by the arrival of a new customer.

Morella Bailey：Good morning. My name is Morella Bailey. I am the general secretary of the Mayor of the City of Lausanne.

Receptionist：Good morning, Ms. Bailey. Welcome to our hotel. Please allow me to finish with the gentleman first. I will come back to you in a minute. Will that be fine with you?

Morella Bailey：I have an immediate and important delivery. I can't wait. I am bringing some welcome gifts from the Mayor of Lausanne, Grégoire Junod, to be placed in the rooms of the Japanese delegation arriving tonight. This needs to be done immediately.

Receptionist：Ms Bailey, I totally understand. I'll be right with you. [turn to JK] I am sorry, Mr. Kimura. Would you mind waiting for a short moment as I need to give attention to Ms. Bailey?

Jordan Kimura：Sure.

Receptionist：Thank you for your understanding.

[turn to MB] Ms. Bailey, I understand you need assistance with placing welcome gifts in various rooms. Would you share the guests’names with me?

Morella Bailey：We do not have the exact names of the VIPs, but we assume they will be people from the Imperial Family.

So please, be very careful, the gifts are very valuable and expensive. This one comes from Bucherer… and it is for the suite.

Then, this one is for his Excellency, Ambassador Kojiro Shiraishi.

Receptionist：Ms.Bailey, international hotel safety and security policies do not allow us to accept any packages or gifts to distribute.

With a foreign VIP delegation, the policy indicates that the diplomatic channel must be used. This requires you to reach out to the appropriate Embassy. I can assure you, they are familiar with the policy and will be very efficient in handling the gifts. I am happy to provide their phone number and address for you.

Morella Bailey：I walked all the way from my office carefully carrying these valuable gifts and now you want me to walk to the Japanese Embassy? What are you saying? You refuse to accept the gifts from the City of Lausanne for Their Imperial Highnesses? I think you are confused about the situation. What you just said is totally unacceptable. I want to speak to your General Manager, now!

Receptionist：Ms. Bailey, please forgive me. I did not mean to offend you or refuse your gifts for no reason. I am sure that you can understand the importance of safety and security policies to ensure the well-being of our esteemed clientele. I can certainly ask our security manager to meet with you to further confirm the international security standards and answer any of your questions.

Morella Bailey：I guess I have no other option.

Receptionist：Thank you, Ms. Bailey for your kind understanding and cooperation.

[return to JK]

Sorry for keeping you waiting, Mr. Kimura. We were just discussing the venue for your summit. Would it be appropriate to hold the meeting in our private dining room?

Jordan Kimura：Can I look at the venue before making any decision? Do you think this private dining room is large enough to accommodate five people with a long-table setup?

Receptionist：Yes, I can assure you the room is very spacious and will be comfortable for attendees. We can prepare a long-table setup per your request. If you would like to inspect the venue, our Events Manager would be happy to show you to the private room.

Jordan Kimura：Yes, that would be perfect. By the way, I forgot to tell you that Her Imperial Highness will not be attending the welcome dinner. We need to find an interesting program for her that same evening.

Receptionist：What about a refreshing and private spa massage for Her Imperial Highness with our well-trained, professional therapist? We can arrange the massage in her apartment or we can schedule a private session in our spa at a convenient time for her.

Jordan Kimura：That sounds wonderful. Let me check with Her Imperial Highness’secretary and I will get back to you.

Receptionist：I will personally take care of the reservation details according to Her Imperial Highness’ preference.

Jordan Kimura：Thank you very much.

Receptionist：Are there any specific welcome amenities you think Their Imperial Highnesses would prefer for their suite?

Jordan Kimura：Thank you for asking. A bouquet of flowers would be nice; they prefer roses. They also would appreciate seasonal fruits and Swiss milk chocolate.

Receptionist：Thank you for letting me know. We will ensure the flowers, fruits and chocolate are arranged prior to their arrival.

Mr. Kimura, what payment method will you be using?

Jordan Kimura：Our Embassy will cover all of the costs: accommodations, private summit, and any spa arrangements.

Receptionist：Thank you very much for the information. Ill ensure the billing instructions are clearly entered into our system.

Again, Mr. Kimura, thank you for choosing our hotel. We will ensure your guests enjoy an unforgettable and pleasant stay, exceeding their expectations. May I invite you to take a seat while I call our Events Manager to show you the private meeting room?   

Jordan Kimura：Yes, thank you for everything. I'll see you later.