Hotel

Effective Date
Reference email from:
to:
date:
subject:

TIMELINE: 30 days prior to the official termination date

Task
ONLINE SALES
1 Send out official termination letter to Siteminder
Siteminder & Booking Button
2 Determine if the hotel will cut off contracts or not
If the contracts are cut off, no action needed
If the contracts are not cut off, handover login

3 Contact each OTAs to remove the hotel from Archipelago group, delete
the account including the ads, and inform the new contact person.

Agoda

Asiatravel
Booking.com
CTrip
Expedia
GoIndonesia
GTA
Hotelbeds
Hotelscombined
HRS
Klikhotel
Lastminute.com
Laterooms
MG Holiday
Orbitz
Pegipegi
Rajakamar
Tiket.com
Traveloka
4 Send out official termination letter to Sindata (VHP)
 5 Initiate communication with IT team about email address
6 Handover actions (if needed)
Prepare the individual login for each OTA
Prepare the contact person of each OTA
Update the contents, images, and contact person are under the hotel
responsibility
Double check with Ferly for B2B2C Accounts

OFFLINE SALES
7 Sending out official email to all Accounts (TA, Corp, WHL) of:
- official termination letter
- inform them that existing contracts will be handled by hotel's PIC
- hotel's new PIC for sales purposes
Generate list of sales leads (business after de-flagging) and sent to Corp
TIMELINE: 1 day prior to the official termination date
Task
1 Remove promotion setup in Siteminder
2 Remove all the promotional codes in The Booking Button
3 Remove all the setup under 'integration' tab in The Booking Button
4 Remove promotion setup in OTA's
Agoda
Asiatravel
Booking.com
CTrip
Expedia
GoIndonesia
GTA
Hotelbeds
Hotelscombined
HRS
Klikhotel
Lastminute.com
Laterooms
MG Holiday
Orbitz
Pegipegi
Rajakamar
Tiket.com
Traveloka

Timeline: On the termination date

Task
1 Remove Hotel from website
Coordinate with website team to remove all the content
2 Email Address using our domain
Coordinate with IT team to deactivate the existing email address.
3 Make sure that no OTAs still showing this hotel
Try to search current hotel name in google
Close out online sales for all channels
4 Coordinate with Online Marketing
Check the google plus page
Check Trip Advisor
 Check Social Media. FB -> We need to remove TBB app.
Customer database (Corporate / Government / Airline) to be passed back to Corp Sales (and possible lead t
Timeline: One day after the termination date
Task
1 Update S&M master list (Account contact list pass back to Copr SM)
2 Remove the hotel access from RA doc

Timeline: One month after the termination date

Task
1 Remove this hotel in ecommerce master list, from all sheet.

Check google, type the hotel name. Contact the OTA if they are still
2
showing the previous hotel name

Timeline: Three months after the termination date

Task
1 Remind website team to remove this hotel

Physical steps - Timeline 30 days

Arrange company to takte Aston sign down (roof / totem ..etc.)
Gather All specific file n docs (golden rule / menu / receipt card / bind card)

Other preparation steps

Generate list of talent (and report back to Corp HR for reference)
Generate list of sales leads (business that will be after de-flagging
Gather all electronic files / data and ensure it is secured
Snet email blast to All members to advise about other Aii properties in proximity
Remove (destroy) Eng maintenance program / records
Inform (sent letter) PMS (VHP) provider to cease operation
In case of early termintion - Corp Fin to caculate penalty
Property representative has signed letter of intent to remove
all branding and to continue to initiate appropriate actions to
effect removal of Archipelago International Brand as it is
discovered.
Property has been informed that it is an infringement of
Archipelago International’s trademark and is illegal to use the
Archipelago International Brand in any way and that
Archipelago International International will vigorously pursue
its legal right to protect its trademark from improper use and
infringement.
 Deadline PIC
ECommerce
31.Dec.2019
 Specialized Market

Deadline PIC

Deadline PIC
assed back to Corp Sales (and possible lead to sister hotels in proximity)

Deadline PIC

Deadline PIC

Deadline PIC

d / bind card)

erties in proximity
 Remarks

On progress check for update

-
Done, Neo Mangga Dua Square Jakarta removed from Booking.com
Done, Neo Mangga Dua Square Jakarta removed from Ctrip
Done, Neo Mangga Dua Square Jakarta removed from Expedia
-
-
Done, Neo Mangga Dua Square Jakarta removed from Hotelbeds
-
-
-
-
-
Done, Neo Mangga Dua Square Jakarta removed from MG Holiday
-
Done, Neo Mangga Dua Square Jakarta removed from Pegipegi
Done, Neo Mangga Dua Square Jakarta removed from Raja Kamar
Done, Neo Mangga Dua Square Jakarta removed from Tiket.com
Done, Neo Mangga Dua Square Jakarta removed from Traveloka
On progress check for update
On progress check for update
-
-
-

Remarks
All promotion and removed done
Done removed
Done removed, no integration

On progress check for update

-
Done, Neo Mangga Dua Square Jakarta removed from Booking.com
Done, Neo Mangga Dua Square Jakarta removed from Ctrip
Done, Neo Mangga Dua Square Jakarta removed from Expedia
-
-
Done, Neo Mangga Dua Square Jakarta removed from Hotelbeds
-
-
-
-
-
Done, Neo Mangga Dua Square Jakarta removed from MG Holiday
-
Done, Neo Mangga Dua Square Jakarta removed from Pegipegi
Done, Neo Mangga Dua Square Jakarta removed from Raja Kamar
Done, Neo Mangga Dua Square Jakarta removed from Tiket.com
Done, Neo Mangga Dua Square Jakarta removed from Traveloka

Remarks
Done removed, not available anymore

On progress check for update

On progress check update for Agoda, a few of OTA's try to search Neo Mangga Dua no longer available

On progress check for update

 Remarks
On progress check for update
On progress check for update

Remarks
On progress check for update

On progress check update for Agoda, a few of OTA's try to search Neo Mangga Dua no longer available

Remarks
On progress check for update

-
 Timeline: 30 days in advance
1 Send out official termination letter to Siteminder. Siteminder will contact the hotel either still using their product or not
Example:

2 Inform to the hotel that we do cut off the contract or not. If we do cut off, then they should contract the OTAs directly and con
If we do not cut off, then we need to sharing the 'handover' with username and password. Please make sure the email addre
3 Ecomm team will contact each OTAs to remove the hotel from Archipelago group, and delete the account including the ads;
Example:

- Special note: please make sure about expedia and change the draft email a bit. We need to make sure that they're not get th
- No action needed for Hotelbeds, GTA, MG as it is under Ferly and she will be communicate directly with them. Please doubl
4 VHP <=> Siteminder Integration
Send out official letter to VHP team (willianto), and inform them to contact directly regarding the integration.
5 Email Address using our domain
Corp IT team will start to do transition process with their current email address.
6 Stop sell the availability from SM start from the day after the termination date.
7 If we do handover = share the username and password. Here is the action:
- prepare the individual login for each OTA
- if they have the individual login already, please add some sentence (refer to draft email on number 3) and ask OTA to chan
- prepare the contact person of each OTA
- updating the content + images + contact person are under the hotel responsibility
? Need double check with B2B2C channel and Ferly account on how to do this
? Not sure with expedia - related with ETP

Timeline: One day before the termination date

1 Remove all the promotional setup (if we do cut off)
Remove all the promo setup in SM, and all OTAs
Remove all the OTA program, such as: APS, private sale, mobile deal, stay now program which valid in certain OTAs
2 Remove all the promotional codes in TBB
Especially for membership program, staff rate, bookdirect program, agent code, etc.
3 Remove all the setup under 'integration' tab. Setup -> Property -> Integration
- Remove the google analytic, facebook conversion tracking pixel, floodlight (sales activity)

Timeline: On the termination date

1 Remove Hotel from website
Website team will remove all the content, but still showing the hotel name with information that we are no longer managed it
Need to put reminder -- website team will remove this hotel 100% in the next 3 months after the termination date.
2 Email Address using our domain
Corp IT team will de-activate the existing email address.
Therefore, if we do handover, then please make sure that the hotel are updating the OTA with new email address
3 Make sure that no OTAs still showing this hotel
Try to search current hotel name in google
4 Check with Online Marketing
Check the google plus page
Check Trip Advisor
Check Social Media. FB -> We need to remove TBB app.
 Timeline: One day after the termination date
1 Update S&M master list
2 Remove the hotel access from RA doc

Timeline: One month after the termination date

1 Remove this hotel in ecommerce master list, from all sheet.
2 Check google, type the hotel name. Contact the OTA if they are still showing the previous hotel name

Timeline: Three months after the termination date

1 Remind website team to remove this hotel
g their product or not

ct the OTAs directly and contracting from the beginning

e make sure the email address.
account including the ads; and inform the new contact person.

e sure that they're not get the new commission level.

ctly with them. Please double check with her for the progress.
ber 3) and ask OTA to change the email address to their email address, not us.

valid in certain OTAs

e are no longer managed it.

ermination date.

ew email address
 Itemiszed list of thingks to be remuved / destroiyed PIC

Advertising and promotional items -

Branded Brochure rack -

Branded Linens

Brochures / Rack Cards -

Business Cards

Collateral material -

Conference Pads N/A

Courtesy Vehicles N/A

Dialing Instructions/telephone faceplates N/A

Directional Signage

Door Hangers

Energy switches and outlet covers N/A

Entrance Signs and decals N/A

Evacuation Plans

Flags N/A
Floor Mats

Guest Checks N/A

Guest Directories

Guest Registration forms, folios and

invoices/statements

In Room advertising, table tents , notices etc N/A

In room amenities

Key card holders

Key Cards
Laundry bags N/A

Laundry Lists

Letterhead and envelopes

Maps and informational handouts N/A

Sewing Kit

Menus

Mini bar List N/A

Miscellaneous Signage: N/A

Name Badges

Note pads N/A

Pencils N/A

Pens N/A

Sales folders and brochures in use by Sales -

Department

Specialty items N/A

Tent cards in rooms and restaurants and public N/A

areas

Travel guides and Tourist publications N/A

Trays N/A

Uniforms

Waste baskets N/A

Websites(see Sales and Marketing Activities)

 done

On progress

N/A

N/A
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N/A

On progress

On progress

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On progress

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On progress

On progress

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On progress

On progress

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On progress

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