Module 3
Note Susan from Hylton Ross phoned the Transit Hotel on 10 October to make a booking for the Jubilee Tour Group that will arrive on 1 November and depart on 4 November. She provided the contact details for Hylton Ross. She booked 15 single, 10 twin and 10 double rooms for the tour group. Te group will arrive at 14:00 from Cape Town and will depart on 4 November at 10:00 on their way to Durban. She requested that the rooms be placed close together in the hotel. Te group will have breakfast and dinner in the hotel. (10 single rooms accommodate 10 guests; 10 twin rooms accommodate 20 guests; 10 double rooms accommodate 20 guests – the total therefore 55 guests). On the last evening the group would like to have a function (themed party) in the hotel.
Te details of the booking that must be clarified with the agent before the group arrives All other details of the booking must be clarified with the agent before the group arrives. Tis is especially necessary concerning payment of extras, honouring of personal cheques, foreign exchange facilities and tips for hotel staff. In quoting a rate to a tour operator the hotel will normally establish whether the tour leader will pay ‘baggage money’ to the porters, or whether it is to be included in the rate quoted. Attention to minor points of this nature will ensure that the stay of the group is trouble free.
Te necessity of the rooming list and info necessary for this list On the deadline date the tour operator will confirm the final details of arrival and departure and the number of rooms, and will also send to the hotel a rooming list. Tis will show all the full names of the tour members and also who is sharing twin rooms, and any special requests (such as adjacent rooms). Te rooming list may also include pre-registration information concerning passport numbers, addresses and nationality of all the guests. Te hotel may then be able to pre-register all the members of the party.
6.7.3 Handling and billing
Te arrival of any group of people at the same time will always place a strain upon the staff of the reception desk. As reception is aware of the time of arrival of the group and details of the rooms required, the maximum amount of advance preparation can be undertaken.
All departments are notified of the size and arrival details of the tour through the ten-day forecast. When the tour actually arrives the receptionist should begin by checking the rooming list with the guide to ensure that there have been no late cancellations, or alterations in the room types.
A copy of the voucher will have been sent to the hotel with the final rooming list. Both of these vouchers are attached to the hotel account that is completed, checked and authorised by the reception manager and sent to the tour operator for payment. Credit status is checked by the hotel before any bookings are accepted, and also an agreement for handling disputes over the account is established. Tis will not only minimise bad dept provision but also guard against the tour operator holding up payment of the total bill while a minor dispute is resolved.
Te three methods of handling group registration Tere are three alternative methods of handling tour registration. 1. Obtain all the details of the group from the tour operator in advance, and dispense completely with individual registration cards. Tis method is quick and cuts down paperwork. Te drawbacks to this method are lack of confirmation that information provided by the operator is correct, and also the lack of signatures of the individual members that could cause problems in the verification of charges signed to guest rooms.
98
FutureManagers
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