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Business Development

Procedure for Series Handover - 2019

On the N Drive each department has its own folder where completed Handover Series template can be saved. Links below:

 

N:\Accommodation - Groups\Final Arrangement Sheets (Ireland Groups)

N:\Scotland\Accommodation (NEW) (including Final Arrangement Sheets)\Final Arrangement Sheets (Scotland)

 

Please note the Series Handover Template has been updated and a copy of the updated Handover Template is saved in each Departments Folder. These are to be used when filling in the information of your Tour Series. This will be the document the Accommodation Department will use to complete the series. It is highlighted in yellow all the information that needs to be filled in.

 

Information required for the Accommodation Department

  • Deadline Date

  • Hotel Reconfirmation with the client

  • Dates Required

  • Day of the week and Location

  • Budgets

  • Preferred hotels

  • Hotel Category

 

***REMEMBER – the more information passed to accommodation the better informed they are to get the best for your clients!

 

DO NOT copy and paste hotels and rate from previous year Handover Template.

DO pay attention to the hotels booked the previous year and rates agreed.

DO ensure that Accommodation have the most up to date Series Template and ensure that it is saved to the relevant folders, both Scotland & Ireland.

 

When you have completed the Handover Document place the series on NEW with the agent code, first reference number and number of groups in the series in to your department folder.

 

Example: NW (SERIES) - BEH001 - GRGEXXXXXX – 32 groups

 

Once this is done please email the relevant person:

Ireland Series – bernadette@abbey.ie

Scotland Series – ScotlandAccommodation@abbey.ie

Ireland and UK Combined Tours – Both Bernadette & Scotland Office to be informed.

 

The series will then be allocated to be worked on, the title will change from NEW to WO and the name of the person working on the series will be inserted into the title.


Any amendments or changes or additional dates can be noted on the Handover Template.

Colour Code to be used –

Green – new and additional dates

Red – dates that have cancelled

Please also email the person looking after the series so they are aware of the amendments.

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Completed Series – Handing back to BD / Account Handler

When the series has been completed:

  • The Series Handover will be completed outlining the hotels booked in the locations required

  • Any WL’s or MN’s per location will be highlighted

  • Any Terms and Conditions outside the normal Abbey Ireland and UK terms will also be noted here, example: longer cancellation period, no free places etc.

  • A link to a copy of the series report will also be inserted – this report will show all the hotels confirmed, number of rooms and most importantly the price.  It will also show clearly any WL’s and MN’s

 

The Handover Template will be changed to CO once confirmed and saved in the 2019 Confirmed Series Folder.

 

Each Department now has its own folder for 2019 Tour Series and in this folder will be a sub folder for the confirmed series and a sub folder for the copy of the series reports for your specific Tour Series.

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