LESSON FOR CLASS OBSERVATION ON MONDAY, NOVEMBER 14, 2022Lesson Proper

Guest Registration Process

What is Registration process?

 This is the stage in the guest cycle where the guest will become officially registered as guest of
the hotel.
 The guest registration process signifies the physical presence of guest in the hotel. During
registration process, the guest begins his experience inside the hotel.

Importance of Registration

 It satisfies the legal requirements for hotels to keep records of their guests.
 It provides a record of arrivals (as opposed to reservations), which may help to account for
residents in the event of a fire or other disaster.
 It provides management information: e.g..about the proportion of arrivals to reservations;
occupancy statistics; the national origin of guests and so on
 It confirms guests' acceptance of the hotel's terms and conditions (if they are asked to sign the
register).

Registration Card/Form

 Details on the Registration Card/Form:

 Guest’s Name & Address
 Arrival date/Arrival time
 Departure date/departure time
 Number of rooms/number of guest
 Room type/Room Rate
 Mode of Payment/Payment Details
 Passport Number – international guests may be required to provide a passport number
Pre- Registration

Pre- Registration is an activity of registering a guest even before his arrival, which may be one day
before his arrival or on the same day but before his arrival.

The activity includes:

Room Assignment- Guest would be assigned a room according to requirement he made at the time of
booking the room and keeping the type of guest in mind.

Creation of Guest Folio- The guest folio is created as soon as guest profile is created in case of
Automatic system of reservation.

Pre- Registration activity of a Group 

a) Reception should have rooming list from reservation department.

b) Rooming List is a list of names, and room sharing details for a group reservation which is
submitted by organizer prior to the group arrival.

c)  Get tentative time of arrival and departure of the group in order to inform the reception to
keep the rooms ready and alert the lobby staff.

d) Name of the Group leader required to coordinate between the hotel and the group members.

e) Room Check and Amenities- After allocation of rooms for expected arrivals, Front office and
Housekeeping department, will ensure that room is fully served and prepared for occupancy.

Pre-Registration Activity of VIP

a) The receptionist will collect the expected arrival list stating the entire guests who will be arriving
the next day, highlighting the arrivals of VIP and VVIP guests from reservation.

b) Front Office staff will be blocking the guest rooms for the VIP and VVIP guest according to the
type of room and any special request made by the guest at the time of reservation.
 c) FO effectively communicates with the house keeping & Room Service department in order to
inform the housekeeper to pay special attention to the guest room by keeping it ready for the
VVIP guest.

d) Check the room and Amenities placed inside the allotted room/rooms for VIPs.

Departments that need to be notify when VIPs are expected:

Housekeeping - to add the VIP supplies and packages to the guest room

Concierge - to make sure they have the required level of management available to escort the guest to
their room when they arrive

Porters to keep the entrance of the hotel clear of traffic for the VIP arrival - in some cases the Doorman
may also assist with this task

Security - provide security to the VIP or co-ordinate with the VIP's own security. In the case of Bands and
Singers security might have to have extra staff on duty 24 hours to stop "fans" from trying to enter the
hotel

Food and beverage areas must be informed of who the VIP is and what room they are in so the
appropriate level of service is given to the guest. Sometimes hotel security might escort the guests to
these hotel facilities

Food and beverage areas must be informed of who the VIP is and what room they are in so the
appropriate level of service is given to the guest. Sometimes hotel security might escort the guests to
these hotel facilities

Activity

Watch the guest registration video.

Prepare to participate in Kahoot.it activity

I. Generalization

Guest registration is one of the most important routine activities of the hotel establishment.it sets the
tenor for the stay and is therefore, a critical contact point that special care and consideration should be
given. Guest registration is a mandatory requirement of all hotel establishments. it is the legal obligation
for all the guests to be registered first in the hotel where they should provide the needed information as
standard procedure and for the safety and security purposes of both parties.