1. Set up the room before the rush
- Racks by tower or block, each labelled clearly (A, B, C...), so guards can shelve parcels in seconds and residents find their own quickly.
- A separate shelf for big items: TVs, furniture flat-packs and appliances shouldn't block the racks or the door.
- A cool corner, or a "do not accept" rule, for perishables. Sweets and flowers sitting at the desk for two days cause complaints.
- A camera that covers the shelves and the handover counter. Most "my parcel is missing" disputes are settled in five minutes with footage.
- Keep the lobby clear. Parcels stacked near the entrance block the path and the fire exit, and spoil any festive decoration.
2. Log every parcel in and out
| Step | What the guard does |
|---|---|
| Receive | Check the flat number, note courier, time and number of boxes (in the visitor app or a register) |
| Notify | Resident gets an app notification or a WhatsApp message from the desk |
| Hand over | Resident or a named family member/help collects; guard marks it collected with time |
| Open-box / OTP deliveries | Guard does not accept on the resident's behalf. The courier goes to the flat or waits for the resident |
| Cash on delivery | Guard never pays. Resident comes down or pays online |
Most Bangalore communities already use MyGate, NoBrokerHood or ADDA for this. The app only helps if guards log every parcel, so make it a rule during the rush, not a suggestion.
3. Rules worth writing down
- Collection window: parcels kept for 3 to 5 days. After that, the desk calls the flat, then returns or moves them to the association office.
- Liability: the association is not responsible for contents or damage. Residents should check items with the courier when they're valuable.
- No deliveries into the lobby lounge or lift lobby. Everything goes through the desk.
- Large or bulky items: the courier must deliver to the flat, using the service lift if there is one.
- Night deliveries: after a set hour (say 10pm), only pre-informed deliveries enter.
4. Notice template for the residents' group
Dear residents, the festive delivery rush has started. To keep the parcel room working:
1. Parcels are kept at the security desk for 5 days. Please collect within that time.
2. Guards will not accept OTP, open-box or cash-on-delivery orders. Please receive these yourself.
3. Large items (appliances, furniture) go directly to your flat.
4. Perishables (sweets, flowers, cakes) will not be held at the desk overnight.
5. Missing parcel? Check the app log first, then contact the security supervisor.
Thank you, and Happy Diwali. Management Committee
1. Parcels are kept at the security desk for 5 days. Please collect within that time.
2. Guards will not accept OTP, open-box or cash-on-delivery orders. Please receive these yourself.
3. Large items (appliances, furniture) go directly to your flat.
4. Perishables (sweets, flowers, cakes) will not be held at the desk overnight.
5. Missing parcel? Check the app log first, then contact the security supervisor.
Thank you, and Happy Diwali. Management Committee
5. Help the guards
- Brief the security agency before the rush: the rules, who to call, what not to accept.
- Add a second person at the desk at peak hours (usually afternoon and evening) for the two weeks before Diwali.
- A small festive thank-you for guards and housekeeping goes a long way in this season.
Ordering decor or supplies for the common areas yourself? See gate and security rules for decor deliveries and the Diwali lobby decoration checklist.
Disclosure: this guide is written by LobbyDrop, a small Bangalore service. We deliver one Diwali lobby kit (rangoli colours + stencils, 3 warm light strings, 24 diyas) with a layout plan drawn on a photo of your lobby, to your gate on your date, with receipts for the treasurer. ₹3,499. See how it works. The parcel-room advice above stands on its own.
Free printable: the Diwali lobby desk kit (guest and delivery register, lobby sign, desk rules card) and the Diwali guest entry rules.
On the committee? Get a free lobby layout plan
Send one photo of your lobby or entrance. We'll mark where the rangoli, diyas and lights go and send the plan back within a day. Free, no payment, keep it even if you buy everything yourself. If you'd rather not shop, our kit is ₹3,499 delivered to your gate.