Reception
Te term ‘cancellation deadline’ As a protection against last minute cancellations of large amounts of rooms, a system of cancellation deadlines is used. Tis formalises the arrangements for cancelling rooms. Normally the deadline will be four weeks before the arrival date, but for large groups this can be extended to up to three months. Before the deadline date the reception manager sends the tour operator a reminder of the tour arrival date, length of stay, and number of rooms. Te operator has to return this with any amendments by the deadline date. If the number of rooms is reduced aſter this time, then the hotel can charge full non-arrival rates for all the rooms not taken up.
Te group/tour booking form To ensure that all arrangements are clearly detailed a special tour booking form is used. Tis establishes full details of the group and their requirements at the hotel. When taking the booking the reception manager can use the form as a sales aid to maximise the tour’s use of the hotel.
Te tour booking form is more complex than a usual reservation form. Te exact arrival and departure time for a group is important as it will affect the staffing requirements of the hotel on the day. Where the group is arriving from may also be important. If the group is arriving early in the morning from an overseas country, there will be a time change and the guests will want to obtain their rooms as quickly as possible. On the day of departure, rooms are normally vacated by midday, but the group may not be leaving the hotel until 6 pm.
Example of a tour booking form
TOUR BOOKING FORM
Booking date Tour Operator Address
Telephone Number E-mail
Room type SGL
TWN DBL
10OCT2013 HYLTON ROSS
10 LONG STREET, CAPE TOWN 021 430 5000
info@hyltonross.co.za Number Nett rate 15 10 10
R1 000 R1 500 R1 500
Special requirements GUESTS REQUEST ROOMS CLOSE TO ONE ANOTHER Meals
Breakfast
Lunch Dinner
Function Booking clerk RECEPTIONIST 55
Contact person Group name
Fax number
Date Time From To
Day of arrival 1/11
Day 2 2/11
55 55 SUSAN
JUBILEE TOUR Code
021 430 5454 Arrival
1NOV2013 14:00 CPT
Departure 4NOV2013 10:00
DUR
Day 3 3/11
55 55 Themed party
Day 4 4/11
55 8000
FutureManagers
97
Page 1 |
Page 2 |
Page 3 |
Page 4 |
Page 5 |
Page 6 |
Page 7 |
Page 8 |
Page 9 |
Page 10 |
Page 11 |
Page 12 |
Page 13 |
Page 14 |
Page 15 |
Page 16 |
Page 17 |
Page 18 |
Page 19 |
Page 20 |
Page 21 |
Page 22 |
Page 23 |
Page 24 |
Page 25 |
Page 26 |
Page 27 |
Page 28 |
Page 29 |
Page 30 |
Page 31 |
Page 32 |
Page 33 |
Page 34 |
Page 35 |
Page 36 |
Page 37 |
Page 38 |
Page 39 |
Page 40 |
Page 41 |
Page 42 |
Page 43 |
Page 44 |
Page 45 |
Page 46 |
Page 47 |
Page 48 |
Page 49 |
Page 50 |
Page 51 |
Page 52 |
Page 53 |
Page 54 |
Page 55 |
Page 56 |
Page 57 |
Page 58 |
Page 59 |
Page 60 |
Page 61 |
Page 62 |
Page 63 |
Page 64 |
Page 65 |
Page 66 |
Page 67 |
Page 68 |
Page 69 |
Page 70 |
Page 71 |
Page 72 |
Page 73 |
Page 74 |
Page 75 |
Page 76 |
Page 77 |
Page 78 |
Page 79 |
Page 80 |
Page 81 |
Page 82 |
Page 83 |
Page 84 |
Page 85 |
Page 86 |
Page 87 |
Page 88 |
Page 89 |
Page 90 |
Page 91 |
Page 92 |
Page 93 |
Page 94 |
Page 95 |
Page 96 |
Page 97 |
Page 98 |
Page 99 |
Page 100 |
Page 101 |
Page 102 |
Page 103 |
Page 104 |
Page 105 |
Page 106 |
Page 107 |
Page 108 |
Page 109 |
Page 110 |
Page 111 |
Page 112 |
Page 113 |
Page 114 |
Page 115 |
Page 116 |
Page 117 |
Page 118 |
Page 119 |
Page 120 |
Page 121 |
Page 122 |
Page 123 |
Page 124 |
Page 125 |
Page 126 |
Page 127 |
Page 128 |
Page 129 |
Page 130 |
Page 131 |
Page 132 |
Page 133 |
Page 134 |
Page 135 |
Page 136 |
Page 137 |
Page 138 |
Page 139 |
Page 140 |
Page 141 |
Page 142 |
Page 143 |
Page 144