Professional Documents
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Teaching
In
Hours
Exam
required
What is the best outcome of the
reservation procedure?
Departure Arrival
Stay
Verbal
•In person
•Telephone.
Mode of Reservation
• How the booking request was made by the
prospective customer?
• This helps the hotel to decide, which mode is
preferred by guests and getting maximum
business for them.
• They may invest and concentrate more on that
mode.
Types of Guests (FIT & GIT)
• Free Independent • Group Inclusive Tour
Traveller • A group of travellers,
• The guest who travels who travel, stay and eat
alone, makes his own together. Often, they
arrangements and pays buy more than 15
higher rates. rooms to avail the
• Preferred by hotel discounted price.
management during • Preferred during low
high demand period. demand period.
Types of Guests
FIT GIT
Handling group booking is a bit
complicated! More on this a little
later...
Sources of Reservation
1. Direct by Guest- No intermediary (agent)
2. Central Reservation System- Call Centre
3. Global Distribution System- Online booking
4. Affiliated System – Chain Hotels
5. Non-Affiliated System- Referral Groups
6. Agencies on Commission (Travel Agents, Tour
Operators, Meeting & Wedding Planners,
OTA or Inter-sell Agencies)
7. Corporate Bodies- Companies
8. Government Sector
9. Hotel Website
Sources of hotel reservation are
now commonly called as ‘channels
of distribution’.
More channels means more
convenience for the guest and
more business for the hotel
A hotel property receives reservation
inquiries in a variety of ways. The
reservation request may be made in person,
over a telephone, in a mail, via facsimile
or telex, though the internet or online,
social media page(Facebook, Twitter,
Instagram), mobile apps, instant messaging
systems (Whatsapp, Telegram,
Facebook Messenger) through a central
reservation system, global distribution
system or through an inter sell agency.
Direct booking by Guest-
No intermediary (middleman or agent)
• When a future guest books a hotel room by
calling on hotel phone numbers, or FAX
number, it is referred to as the ‘direct’ mode
of booking.
• Using hotel website, Facebook/Instagram web
pages, also results in direct booking.
• Hotels do not have to pay any commission on
such booking and that helps the hotel to earn
more.
Central Reservation System- Central
Reservation Office (Call Centre)
• It is a toll-free number where callers can call
for free and make hotel reservations.
• The Call Centre may be run directly by the
hotel or outsourced to a third party.
• Free calls encourage future guests to contact
the call centre employees for bookings.
• It involves more expenditure than direct
bookings.
Central Reservation Systems are of two
types
• Affiliate • Non-Affiliate (Referral)
Affiliated System – Chain Hotels
• These are a group of non-competing hotels,
sharing a common brand and symbol.
• They are able to afford a complex and
expensive booking system for all
associated/affiliated hotels.
• MARSHA (Marriott's Automatic Reservation
System for Hotel Accommodations)
• Hilton Reservations Worldwide (HRW)
Overflow Facilities
• Non-chain hotels are sometimes allowed to
join the affiliate CRS.
• They are called “overflow facility”.
• Reservations are allowed to flow to them only
after the available rooms in chain properties
(at a particular geographic location) are full.
Non-affiliate CRS
runs on a
subscription
basis.
At one
geographic
location, only
limited number
of hotels will be
permitted to
join.
Non-Affiliated System- Referral Groups
• Hotels, that are run independently by
individual owners, sometimes form a ‘referral’
chain to compete with the enormous
economic power of big chain hotels.
• They recommend each other to their visitors.
• They may also set up a common Central
Reservation System.
• They may also combine their resources for
marketing and promotion under a shared
brand or symbol.
CRS
• A Central Reservation System may also serve
as an inter-property communications network,
an accounting transfer system, or a
destination information centre.
What is TDD?
• A telecommunications device for the deaf
(TDD) is a teleprinter, an electronic device for
text communication over a telephone line,
that is designed for use by persons with
hearing or speech difficulties.
Global Distribution System- Online
booking
• A Global Distribution System, or GDS, is a
computerized network that facilitates
transactions between travel service providers
and travel agents (both online travel agents
like Expedia and human travel agents).
• The major ones are Amadeus, Sabre (incl.
Abacus), and Travelport (incl. Apollo, Galileo
and Worldspan).
Most GDS are owned by an airline
company or a consortium of airlines.
Most travel agents have their office
computer terminal connected to one
of the airlines reservation systems.
Hotel CRS, car rental booking systems
are also connected to this worldwide
reservation network
Manual System
Semi-Automated System
Automated System
Manual System of Reservation
• Booking Diary
• Bed Room Journal
• Reservation Form- loose leaf
• Convention Chart
• Advance Letting Chart
• Density Chart
• Whitney Rack (Whitney System) & Shannon Slips
• Telephone (Local, STD, ISD)
• Confirmation Letter
• Reservation Control Book
Booking Diary
Room Name Pax Arrival Advance Date of Booking Booked By Sign
No Departure Date of
Book.
Agent
Double
103
…
Density Chart
Month: February, 2019
87 / / / /
-5
Whitney or Shannon Slip
Date of Arrival Name of Room Type Rate Date of
Guest Departure
Mode of Reserved by Date
Reservation Received
Agency (if any)
20 19 18 17 16
15 14 13 12 11
10 9 8 7 6
5 4 3 2 1
X-Rooms Reserved,
O- Stay-over Rooms,
Block Line- Room Saved for Group Block
Semi-Automated Reservation System
• All the above, plus
• Date & Time Stamp Machine
• Central Reservation System
• Telex, Fax for Confirmation
• Account Posting Machine
After 6
After 30 months
days
Today
‘Reservation List’ and how it gets used at various stages of the
‘Guest Cycle’. Reservation list for tomorrow becomes the
expected arrivals list the next day.
3. Departure
1. Arrival
2. Stay
• Expected • Stay over • Expected
Arrivals List Departure
List • Guests List
• The staying in • The
check-ins hotel check-
expected today outs today
today
Notice the
alphabetical
listing of the
expected
arrivals for
ease of
searching.
Potential Reservation Problems
• Errors (human) in the reservation record
• Misunderstandings due to the use of industry
jargon with guest (double-twin, interconnecting-
adjacent, confirmed-guaranteed)
• Miscommunication with external reservation
systems like CRS (booking wrong property in the
same city)
• Central reservation Systems failure
• Faulty equipment
The solution to all potential
reservation problems is accurate and
timely communication of the data
between participating individuals,
departments and organizations.
Re-confirming (reciting) data is a good
precaution to guard against most
human errors
ZIP/PIN Code Check
• Ask the guest for the correct ZIP/PIN code of
their address so that it can be checked
whether the booking location is ideal or not.
Compilation & Presentation
Praveen Jha
Senior Faculty
IHM Hajipur
Vaishali, Bihar