IKL Knowledge

Opera Reservations Process Manual

2015

3.18

Reservations

Group Reservations Processes A booking of 5 or more rooms for the same lodge for the same days is considered to be a group booking. Larger lodges have slightly higher thresholds. Central Reservations will handle and contract group bookings. IKL normal terms are 10% deposit at the time of booking and the balance 28 days before arrival, although these are sometimes negotiated differently. Group bookings have a Post Master (PM) room reservation attached to them. This is often used to assist with billing, particularly with company bookings who will only want one VAT receipt. There may be a deposit attached to the Post Master reservation, and these should always be checked in. CRO will check the invoicing after departure and issue a VAT receipt to the booker. If you have a group reservation, CRO will have sent you an email outlining the specific payment details and any special instructions. Please be aware of these when performing your arrival checks in the morning. Check availability and rates in Opera. You should try and sell at these rates. There may be a Length of Stay restriction meaning we would not want one night business as you may not be able to sell the night before. Refer to Central Reservations Manager if you feel there is a business need to refer/override. If you have made a local sale but a contract will be required as it is more than five rooms, then contact CRO. If you sell on the ADVP rate, meaning it is prepaid at the time of booking, you can sell more than 5 rooms and we will not need to issue a contract, but you must advise that payment will be taken within 24 hours of booking • • • • Reservations with Payment Routing Instructions There are two types of payment routing within IKL. Payment can be routed to another room e.g. for a group booking where the company has prepaid and wants a single invoice, or routing could exist on a booking if a company is already approved for bill back centrally e.g. Acorne PLC or Activity Superstore. There should be a comment in the booking explaining what is happening to the payment and there will be a routing lamp on the booking screen as shown below: Handling Group Reservation Sales at the Lodge • • • A rooming list will be required for all group bookings. We should never allow bookings to go through the system all in the same name.

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Innkeeper’s Lodge

Opera Process Manual