Group Check In
The arrival of any group of people together will always place a strainupon the staff of the reception desk. As the reception is aware of thetime of arrival of the group and details of the rooms required, themaximum amount of advance preparation can be undertaken.All departments are notified of the size and arrival details of the tourthrough the ten-day forecast. When the tour actually arrives, thereceptionist will begin by checking the rooming list with the courierto ensure that there have been no late cancellations oramendments in the room types. The bell staff will assemble the entire luggage in one area and willthen set up the luggage for delivery to their rooms by using therooming list provided, which shows the guests’ names and roomnumbers. Groups must be informed ahead of time by the hotel salesdepartment that all pieces of luggage must have the guest nameson it.With a group arrival, the hotel may want to set-up a special roomwhere the guests can go for refreshments and receive their roomkeys. This will actually give the bell staff time to place the guests’luggage in their rooms and prevent the reception area frombecoming over-crowded. There are three different methods of handling tour registration:
1.
Pre-registration
Obtain all the details of the group from the operator in advance andto dispense completely with individual registration cards. Thismethod is quick and cuts down on paperwork, but there are anumber of disadvantages. There is a lack of confirmation that theinformation provided by the operator is correct. And because of thelack of signatures of the individual members, verification of chargessigned to guest rooms may cause problems.
2.
Registration in transit
Provide the tour leader with registration cards for each guest to becompleted on the way to the hotel. When the guests arrive, thecards are handed to the receptionist in exchange for the roomkey/cards which have already been prepared in advance