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TIM 3. 14 Midterm 1 Flashcards Involve a variety of contacts guests, meeting planners, convention and visitors bureaus, tour operations, travel agents, intermediary agents Representative deals with sales or reservations Agreed upon number of guestrooms, called a block, is set aside for group members May give guests a special reservation identification code or reservation card to reserve rooms within block Reservations received from group members are applied against rooms held in block, reducing number of rooms available within the block Room status changed from blocked to booked rooms reserved for specific guests Establish progress dates to evaluate progress of conversions Cut off date Unreserved rooms may be released to hotels available room inventory at predetermined date Must be clearly stated in contract May honor reservations after date if available Group Reservation Issues Creating a Group Block Contract must specify Exact number of rooms required and quoted rates, Main group arrival and departure dates Special considerations Method of reservation Billing arrangements Cut off date May specify early arrival and late departure dates Reservations manager verify number of rooms required against what is available and be sure system inventory is accurate before confirming room block to the group Non group displacement if group takes away rooms from transient business, notify sales or GM Determining displacement is important because hotel may block rooms of group guests that it would sell to transient guests at a higher rate Frequent guests may have to be turned away and disappointed May feel uncomfortable in a hotel dominated by groups May choose to go elsewhere if not able to reserve rooms Reservations manager should check groups history May wash downwash rooms reducing block based on groups history Check with hotel that last accommodated the group Control room inventories and ensure that as many rooms as possible are available Wash down must be handled carefully contracts are legally binding and hotel must provide number of rooms in contract Manager must monitor room availability in the block as reservations arrive Notify sales when block does not look like it will fill or if more rooms are needed Sales can contact group and adjust rom block If more rooms are needed, choose between taking additional reservations or referring to other hotels If fewer rooms are needed, may need to sell additional rooms Definite group group that has signed a sales contract Should be entered in system ASAP to maintain accurate room inventory Tentative group had contract sent to them, but has not signed or returned contract May enter tentative groups into system Hotel can keep track of what they believe they have sold Track tentative groups to update or remove from system Holding for too long may prohibit booking of a definite group and cause confusion between sales and reservations Method of sending group reservations to the hotel Attendees may make direct reservations Group sponsor may want to receive reservation requests before hotel Corporate group reservations, tour groups, and travel agencies may provide rooming list Group leaders often prefer to closely control rooming and billing arrangements Agents must be careful not to accept reservations outside of agreed procedures. Conventions and Conferences Close working relationship between sales and meeting planner Know cancellation, no show, and last minute reservation history Review all relevant hotel reservation policies with planner Inform reservations agents that convention has been scheduled and go over registration process set up for convention Produce regularly scheduled reports to update the status of the convention block Generate an up to date list of registrants at regular intervals Correct errors found by the convention planner immediately Confirm reservations ASAP Return rooms to groups block when cancellations received Distribute final rooming list to convention planner and all hotel staff involved. Convention and Visitors Bureaus Large conventions may require more than one hotel City wide conventions take rooms at many hotels in a city Room requirements coordinated by separate housing or convention bureau Each hotel must determine number and type of available rooms to set aside Objective of bureau is to accommodate all attendees by coordinating hotels Notify participating hotels on daily basis of requests or cancellations. Tour Groups Groups of people who have had their accommodations, transportation, and related activities arranged for them Hotels should research reliability and past performance of tour operations and travel agents Suggestions for dealing with tour group reservations Specify number and types of rooms, including drivers and guides Clearly state a cut off date on or before the cut off date, tour operator should supply the hotel with a guarantee on number of rooms Specify a date which the organizer will provide a final rooming list Monitor amount of advance deposits required and their due date Note any services and amenities property will provide Include name and telephone number of groups representative or agent Note any special arrangements i. Attendee Management and Housing Systems Software Historically, group leaders would distribute mailers to potential attendees, who complete the mailer and return it to the hotel Time consuming and inaccurate Today we use websites and call centers Hotel staff must ensure that the sites group information is accurate Group attendees must receive appropriate group rate Automates processes Relies on Internet to communicate with potential attendees Attendee management focuses on meeting registration activities Housing system handles guestroom reservations and meeting registration activities Creates a special website that provides information about group event, reservation availability, and a link to the groups main website Send email and printed messages with website address to log on and make reservations Capture guest information i. Land Development 2009 Crack. Provide meeting planners with reports that are forwarded to hotel for processing Passkey interfaces with hotel reservation systems Eliminates manual processing Keeps room inventories accurate between group and hotel Some systems combine inventories of many hotels Advantages Simplifies meeting registration and reservation processes Improves communication and reduces manual labor. Twitter introduced an updated privacy policy on Wednesday that has users worried about how their private information is being tracked, stored and used. In the policy. Geochemistry results. Global Enterprise Management System GEMS, CoreViewer and Webtrieve with 3D orebody software packages. Galileo Booking System Training Course Free' title='Galileo Booking System Training Course Free' />Behind the historical faade of the Novotel Wien City hotel is a modern 4star hotel offering bright, comfortable rooms. Two children under the age of 16 can stay in.