Accommodation
XX and CH Report
After we check the allocation availability report and if there is no availability, we would then check the XX report and CH report to see if there is any space that is no longer required that can be re-used for the group you are working on or for a missing night/waitlist.
XX report – This reports shows all service lines that have yet to be cancelled on any groups with a Header Status of XX (cancelled) or QL (quote lost).
CH Report – This reports shows all service lines on a confirmed group that are not required for this particular group and hotel has been placed on a service status of CH (cancelled held), meaning it is cancelled from this group but we are holding the rooms in case we may re-use the space for a new group or missing night/waitlist.
When you find space on either of the reports that you wish to re-use, in the supplier confirmation in Tourplan we would put – BER offered to GRFRxxxxxx (reference number of the group you need the space for). By doing this no one else will take the space and it will show in yellow on the CH and XX report to highlight to the team that you have offered the space to the group in question.
See example below –
Overview of Process
We need to advise the hotel in question that we are cancelling 1 group and confirming another group.
For the purposes of this we will cancel the above 2 nights in Grand Hotel Tralee and confirm it on another group that need the same dates and number of nights.
Where possible we are try to re-use a hotel when the space confirmed is very similar to the new group, missing night or waitlist requirement.
Cancelling the reference that is no longer required:
We need to send a cancellation for the group reference that is no longer required, this cancellation should be sent to your own email address and not directly to the hotel.
When cancelling the group reference that does not require the space ensure you check the following –
-
Number of nights – are we re-confirming the new group for the same number of nights?
-
Rate confirmed – was contract rates confirmed, if not can the new group afford the rates that were confirmed
In the below you can see Grand Hotel Tralee is on CH.
I then set the service status to CA and will then send the cancellation to my email address.
In the supplier confirmation the reference of the new group is inputted.
Confirming the space on the New Group:
After the cancellation has been sent to your individual email address we need to now insert the hotel into the new booking. In this example the new booking reference is (GRFR456690).
See below where the service line has been inserted for the new group –
Grand Hotel Tralee is on an OK status (confirmed) for the same dates as the space above.
In the supplier confirmation we put the reference of the cancelled group. This is done in case the hotel have any queries, we will be able to trace back the original confirmation.
I then send the confirmation for the new group to my individual email address.
Sending both confirmation and cancellation to the hotel:
Next we need to send an email to the hotel with the cancellation of the group no longer going ahead and the confirmation for the new group.
We do this on one email so as not to cause any confusion with the hotel and to make it clear to the hotel.
We have an email template that we use when re-using space so it is clear and concise for the hotel.
See below –
In this example you can see the confirmation and cancellation are attached.
The cancelled group is for 30 rooms and the new groups is for 28 rooms, below it is advised to release the 2 rooms not required.
