The first follow up will be sent 60 days before the groups arrival to ascertain if the space will be used

entirely. If the request was made by the area sales office, communication should be sent.

This procedure will be repeated 45 days before the groups arrival and again 30 days prior to arrival.

When sending a 30 day follow up, a rooming list, meal arrangement, and one night deposit should be
required.

Fifteen days before the groups arrival, the following information should already be on file:
1. Rooming list indicating the tour leaders name
2. Meal schedule
3. Arrival and departure flight and time
4. Name of local agent
5. Special instruction (rooming instruction etc.)
6. Billing instruction
7. Group itinerary

It will be the responsibility of the front office manager to communicate with the area sales office and
advise them if this information has not been received and request their assistance in obtaining the
details as soon as possible.

Group Registration Card

Group registration can be done with one registration card showing all the room numbers of the group
on the back of the card and the group leaders signature on the front.

Registration Card Room no. 201

202
203
204
Front Cebu Group Back 205

Group Leader Signature

Another method in group registration would be one registration card for every room occupied by group
members.

Registration Card
Cebu Group

Mr. A
Mr. B
Mr. C

Figure 2.10 Group Registration

Status of reservations

6 PM release
Reservations are expected that guest will arrive at a certain day and time. If they arrive before the time
of their arrival they will have the room prepared for them. If they arrive after the time (6PM) they are
expected, the room is released and made available to other guests. This practice assures the property
for full booking as cut-off time is specified.

Guaranteed arrival|
this is the opposite of 6 PM release. An agreement between the guest, company or travel agency is
made on whether the guest will arrive or not. Payment is already guaranteed to the property. Thus, the
room blocked is not released in the duration of the reservation agreed upon.

Take or place.
this are offered to regular guests. If they arrive in short notice, a room is checked if is it available; if not,
they will be blocked in another property of the same standard as your hotel.

VIP
This type of reservation is property noted as the front officer manager and executive housekeeper.
Make sure special arrangements are carried out correctly. Inspection of the room is necessary before
the guests arrival as instructions on guests needs are specified.

Tours and groups

these are reservations of more than five (5) rooms. Bigger groups require longer planning, thus, special
procedures, deposits and other arrangements are required prior to guests arrival.

Commissionable booking
Reservations for rooms made by travel agencies, hotel booking agents, and travel organizers are on a
commission basis. A remark is noted in a logbook to indicate that the bill is commissionable.

Charting reservations
For manual reservations, charts and cards are very vital instruments for the efficient flow of work.
Reservation slips which are color coded are always available to permit easy identity check on the kind of
reservation booked. The following are samples of color-coded slips.

Color coded Room categories Type of clientele

Pink standard VIP
blue superior Groups
orange De luxe FIT
yellow suite Airline/travel agent guarantee
white Corporate account
Figure 2.11 Amendment Form
other properties use pencils, colored pens, or white board pentel pens to chart reservations so that
changes (amendments) could be easily made (figure 2.11)