Reception 6.6.5 The records of recording charges in accommodation establishments
Guest Folio A guest folio is the master bill in which all the credit transactions are recorded for each resident guest. Te folio is opened upon the arrival of a guest. Tis is made on the basis of the copy of the registration card received from the Front Office.
Te folio records the following information: (a) Guest’s Name (b) Room Number (c) Room rate (d) Date of Arrival (e) Date of Departure (f) Opening telephone meter reading (if applicable) (g) Billing
Instructions Tere are two types of folios – the Master folio and Miscellaneous Charge Voucher.
Te Master Folio contains the room charge and the charges incurred through various Food & Beverage outlets – restaurants, bars, etc.
Te Miscellaneous Charge Voucher contains all other charges such as telephones, laundry, shoe shine, health club, barber shop, etc. All the services availed by the guest on credit from various hotel outlets as described above are received by the cashier.
6.7 Travel agents, groups and tours
An increasingly important source of business for hotels is the package tour, or group. Te minimum size for group status is normally ten rooms, but can be as large as a 100 guests or more. Not all groups are holidaymakers. Tey may also be conference delegates, travelling sports teams or business people attending a trade fair. Te main characteristics of a group booking are the uniformity of the arrangements. All members will arrive and depart on the same day, and the booking details will be handled by one person.
6.7.1 Pricing and selling
Te factors which will affect the price quoted for a tour Te rate the hotel charges a group for rooms will depend upon a number of factors. Te key points that must be considered when quoting rates for a group are: • time of year • time of week • length of stay
• how many rooms (number of guests in the group) • what other facilities will they use
• are they domestic or international guests • the amount of business guaranteed by agents both in high and low season.
A group booking will benefit from a lower rate if it takes place out of season when the accommodation would otherwise be empty. Any booking accepted during the high season may result in loss of revenue to the hotel. In accepting a tour at a discount rate the hotel may have to refuse potential guests who would have been happy to pay full rate for their accommodation.
In setting a rate, the first point the reception manager will check is the occupancy on the same dates in the previous year. If occupancy is low – below 45% – then it is possible to set a low price, for it is unlikely that the hotel will be full when the tour arrives. If the previous year’s occupancy was above 80%, then the rate needs to be correspondingly higher.
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