Group reservation Process in Hotel Rooms

  • Most of the hotels around the world have a large number of guests coming in groups and these groups are of major importance to the hotels from the point of view of the revenue generation
  • The various types of groups visiting hotels are airline crew members, corporate groups for seminar, conference or convention, education groups of students or professionals travel groups of vacationers or holidaymakers or religious travelers
  • Thus, the hotels take great care while handling the reservation requests of the groups as the groups as the groups give a huge magnitude of revenue to the hotels.

Steps in Group reservation process

  1. The hotel at first receives the reservation enquiry front the group either through the group leader or through the intermediary agent by the telephone, fax and letter or through personal meeting.
  2. The reservation personal then enquire about dates of arrival and departure of the group to and from the hotel.
  3. Then the reservation agent enquires about the type and number or rooms requests by the group on rise specified date.
  4. Then the reservation agent matches the reservation request of the group with the availability of the accommodation product and this is done with the help of tools of availability such as Advance Letting Chart or Density Control Chart or Room Status Board or computer
  5. If the reservation request does not matches with room availability, the reservation agent suggests alternative dates or guestroom types to the group
  6. Ii the reservation requests matches with the room availability, the reservation agent discusses areas with the group leader or the intermediary agent about the number of rooms to be kept aside for the group as Block and then decides the cutoff date with the reservation agent which in agreed upon date between both the parties according to which the group leader has to reserve all the guestrooms of the block by the cutoff date and after the date specified, the hotel is free to release all the unreserved rooms of the block in the general room inventory pool.
  7. Finally, the reservation agent gives a confirmation number to the group leader or the intermediary agent involved in the process of the group reservation
  8. The Reservation agent then sends the letter of confirmation of the group reservation to the group leader or to the intermediary agent.