Hotel Room Reservation Process

Deep insight on Hotel's Room Reservation Process

1. HOTEL ROOM RESERVATION

2. Definition Booking of Hotel’s room(s) in Advance

3. From Where Hotel Gets Reservation? Individual Tour Operator Travel Agent Companies / Corporate GDS Airlines SOURCE OF RESERVATIONS

4. Medium through Which Reservation Request Reach the Hotel Letter Telephone Fax Email / Internet CRS – Central Reservation System Modes OF RESERVATIONS

5. What Reservation Department do when it receives any Reservation? Checks availability of Rooms against the requested date

6. How the Reservation Department Checks Room Availability against requested date? Forecast Board Reservation Charts Computerized Reservation Conventional Chart (ALC) Density Chart Stop & Go Chart Or Space Availability Chart

7. If Room is not available ? We should offer Alternate Day.

8. If Room is available ? Take information on Reservation Form

9. Processing of Reservation… Processing reservation involves matching room request with room availability, recording, confirming and maintaining reservation, and producing management Reports.

10. 7 Steps of Reservation Processing 1. Receiving Inquiries 2. Determining Room & Rate Availability 3. Accepting or Denying request for Reservation 4. Documenting Reservation Details 5. Confirming Reservations 6. Maintaining Reservation Records 7. Generating Reservation Reports

11. 1. Receiving Inquiry Understanding the Mode of Reservation Yes O R No Date of Arrival Length of Proposed Stay Type and Nos. of Room Required No. of Persons

12. 2. Determining Room & Rate Availability Room Status of Particular Requested date/day How? Forecast Board Wall Mounted Reservation Chart Reservation Charts Conventional Chart / Advance Letting Chart Density Chart Stop & Go Chart (Space Availability Chart Computerized System

13. 3. Accepting or Denying Request for Reservation All depends on Room Availability and Rate Acceptance If OK Recording Details in Reservation Form

14. 4. Documenting Reservation Details i.e. Recording the details of Reservation Form (also for sake of Back-UP ) Reservation Journal Booking Diary or Hotel Diary Whitney Reservation Rack Cardex System Computerized Reservation

15. 5. Confirming Reservation Confirmation Letter along with a Confirmation No. is send to the Person requested reservation. Meaningful Confirmation No. 120607 G 2 TB PF DLX / 23D06 / CB 120607 i.e. Date of Arrival G i.e. Guaranteed 2 i.e. No. of Pax TB i.e. Twin Bed PF i.e. Pool Facing DLX i.e. Deluxe Room 23D06 i.e. date of Request CB i.e. Employee Code

16. 6. Maintaining Reservation Record Filing of Original Booking Amendment / Modification of the Original Booking Cancellation of the Original Booking

17. 7. Compiling Reservation Report Compiling in order to Maximize Room sale Forecasting Planning of Budget Expected Arrival & Expected Departure List Room Availability Report Turn Away Report Revenue Forecast Report Commission Agent Report Reservation Transaction Report Group Status Report RESERVATION REPORTS

18. Types of Reservation A Reservation may be - 1. Guaranteed Reservation 2 . Non-guaranteed Reservation Pre-payment – i.e. payment in full be received prior to the guest’s day of arrival. Credit Card – Hotel is authorized to charge 1 night Rent in case of no-show. Advance Deposit – i.e. min. 1 night Room Rent have to deposit. Travel Agent Voucher CVGR / Corporate / Company Guarantee 6 PM Release – i.e. those who wont give any guarantee, there room are put on hold upto 6 PM on the day of arrival.

19. Meal Plan When any one make Room Reservation or establish a contract with hotel for long term business, then Hotel offer Room Rates according to the Meal Plans – European Plan (E.P.) – When charging Room Rent only Continental Plan (C.P.) – Room Rent + Breakfast Modified American Plan (M.A.P) – Room Rent + B/F + Lunch or Dinner American Plan (A.P.) – Room Rent + B/F + Lunch + Dinner

20. Room Tariff A standardized listing of prices for different types of Rooms is known a s Room Tariff. Such Room Tariff are generally printed r ates available for General query at Front Desk, and are known as Rack Rates . Room Tariff (GST extra as Applicable) Types of Room Bed Type Tariff (INR) Tariff (US$) Standard Single 5000 70 Standard Double 6500 93 Standard Twin 6000 85 Deluxe Single 8000 120 Deluxe Double 9500 135 Luxury Double 12000 170 Suite Room King Size Bed 18500 260

21. Room Rates The rent amount a hotel charge for a Room is known as Room Rate. A Room Rate Amount varies with the Source of Reservation, Customized Requirements of the guest, Business Type, Guest Type, Market Segment, Meal Plans, Group, Tour Packages etc. Typically for Tourist its “Leisure Rates” for Groups its “Group Rate” for In-house / FAM its “Complimentary Rates” for Short duration its “Day Rate” for General Sale of Room its “Rack Rate” for Travel Agents its “TA Rate” depends upon mutually agreement for Corporate it depends upon CVGR (Company Volume Guaranteed Rate)

22. Guest Type

23. Important Reservation Terms