GROUP HANDLING.

PRE REGISTRATION
ACTIVITY

SUBMITED TO- SUBMITTED BY-

ANUBHA SHRIVASTAVA HARSHAL

KASHISH
HARDIK
 INTRODUCTION

• THE GUEST CYCLE IN HOTEL WITH FOURS

STAGES-
• THE HOTEL GUEST STAY CYCLE CAN BE DIVIDED
INTO FOUR MAIN STAGES. WITHIN THESE FOUR
STAGES THERE ARE IMPORTANT TASK RELATED
TO GUEST SERVICES AND GUEST ACCOUNTING
• PRE-ARRIVAL
• ARRIVAL
• OCCUPANY
• DEPARTURE
 GUEST CYCLE
• PRR-ARRIVAL-
• The Guest chooses a hotel during the pre- arrival stage of
the guest cycle. Choice of the guest can be affected by many
factors, including previous experiences with the hotel,
advertisement.
• ARRIVAL-
• The arrival stage of the guest cycle includes registration and
room assignment process.
• And the pre-registration activities.
 Pre-registration activity
• Pre-registration Activities are those which is done prior to
guest arrival at the property.

• Preregistration is normally done for Group's, VIP / VVIP

guests and also for FIT bookings.

• Activities such as room assignment, updating guest

profile, preparing welcome letters, collecting all
reservation correspondence and sending request for
amenities etc. are part of pre arrival activities.
 Pre-registration activity
• Information is taken from the reservation
record for quick check-in.

• It includes printing of the registration card,

room and rate assignment, creation of a guest
folio, other functions may also be part of the
pre-registration activities.

• Sometimes room number is not assigned

especially when the occupancy is high.
 Pre-registration activity
• Pre-registration can help plan for special requests.

• This leads to innovation in registration.

•
• Option- when the driver goes to the airport to pick
up the guest. He can get the guest signature on the
registration card, take an imprint of the credit card,
the room key can be given to the guest even before
reaching the hotel.

• The check in can be carried out at the airport itself.

 Advantages of pre-registering guests

• Helps to accelerate the guest registration or check-in

process.
• Almost completed registration card can be generated from
the system.
• Guest only need to verify the information instead of
writing down them at the time of check-in.
• Special requirements from guests can be met in advance
and kept ready at the time of arrival.
• Rooms are assigned as per the guest room preference at
the time of booking.
• Guest preferred amenities can be kept on the pre assigned
room.
 Advantages of pre-registering guests

• Rooms blocked for VVIP and VIP‘s can be

communicated to other departments like
Housekeeping.
• VIP amenities can be placed in advanced by
Housekeeping and Room Service.
• For groups all Keys and rooming list is kept ready in
advance for a smooth check-in experience
 GROUP HANDLING
Group arrival procedures must be handled with care as they involve a
volume of guests checking in at the same time. At the time of the arrival,
the following procedures need to be taken.

• Confirm the rooming list with the leader. Get him or her to get the group
members to confirm the information already filled in registration cards by
the staff and to sign them.

• Collect all registration cards and confirm that they have all been signed.
Hand over the key tray with pre assigned envelopes with keys to the
group leader who will distribute the keys to each group member.

• Authorize the bell boys to move the guest baggage into their respective
rooms by signing a common errand card for the group.
 GROUP HANDLING
• Check Group Billing instructions and cross check the billing instructions entered on
the Property management software.

• Once Priority group rooms have been allocated, cut rooms keys for arrival.

• If Group is arriving at one time then all rooms must be allocated and all keys cut.

• The number of keys per room must match with the occupancy of the room.

• Insert Key Cards into key card Jacket and place on the tray along with rooming list.

• Print traces report for Front office and read the instructions given.
• Transport to the hotel

• Registration cards along with Keys should be kept in Alphabetical order.

 GROUP HANDLING
• Registration cards along with Keys should be kept in alphabetical order.

• Pens must be kept ready for guests to sign their registration cards.

• Welcome Drinks and cold towels should be prepared so they may be

served on arrival.

• The Bell Desk must be kept informed of the group arrival time and the
following needs should be coordinated.

• All changes with the group arrival time check in area and group size to be
given to the concierge.

• Collect wake up call for the group from the tour leader
…………

THANK YOU