Handling Groups: Booking, Check in, Checkout

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HANDLING GROUPS
Groups can bring in huge revenue for a hotel but they make a lot of work. This statement is very much true as groups take up a number of rooms in a hotel all at once bringing in a huge amount of income at one particular point in time. In order for this to go smoothly,all hotel departments need to be given details of group arrivals well in advance so each department can make their own necessary arrangements to be able to handle groups. Various departments would have to work closely together, front office would need to send out copies of group arrival list to all departments atleast one week in advance so that other departments can make appropriate adjustments to number of staff that would be required during those times. The flow pattern for a succession of individual guests is quite different from the flow of group arrivals so housekeeping has to pay close attention ensuring rooms are ready for group arrivals. Head porters also have to arrange necessary number of staff to be ready to move a large quantity of luggage as quickly as possible so as to not have the group transport around for long periods while unloading. All departments need to have good communication during these times, listen, ask and prepare.

When best would hotels accept groups and why?
Groups to a hotel can include conference delegates, unexpected group of passengers forced to stay overnight because of bad weather or maybe technical problems. Hotels sometimes are not given the opportunity to plan/prepare further ahead so they must always have a set procedure and guideline in place for un-for-seen times. Hotels would best accept groups during their slack periods, this will help to fill up the rooms and also by charging the highest possible rates for the rooms. This would also bring about the use of yield management where the hotel would be able to fill up all the empty rooms at that point, instead of having so many vacant rooms

Five factors to consider when...
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