HOTEL RESERVATION
MANAGEMENT
DIV HOTEL MANAGEMENT
PANDE PUTU JUNIARTA SST. PAR., M.PAR
WHAT IS HOTEL
RESERVTION?
Reservation of the hotel accommodation is one of the important responsibilities of the front
office department. A potential guest contacts a hotel for availability of the desired type of
accommodation and any allied services that the hotel offers. The front office department
needs to react to the enquiry of the guests.
For a guest, reservation increases the chances of a better deal for assured
accommodation on arrival. For a hotel, reservation can enable a better management of
guest experience during usual as well as peak seasons.
TYPES OF HOTEL RESERVATION SYSTEMS
1. Whitney system of reservation
This is a conventional manual reservation system the hotels used to follow during
pre-computer days in the hotels. It was developed in 1940 by whitney paper
corporation from new york. It contains the following setup for reservation :
•Slip for request of accommodation reservation
•Whitney slip that records guest name, accommodation type, number, and
duration of stay
•Temporary/permanent arrival slip
•Guest bill
•Guest registration card
•Correspondence file
•Bedroom journal that records daily occupancy of the guest with date, guest
name, room type, and room number
Though this system proved efficient, it generated a lot of paperwork with occasional
scope for errors. The drawbacks were overcome by the central reservation system.
TYPES OF HOTEL RESERVATION SYSTEMS
• Central reservation system (CRS)
It is a computerized reservation system that reduces
paperwork and can handle large amount of reservation data
effortlessly.
In this system, since the guest data and reservation
data are stored on the storage disks of the computers, it
can be accessed at wish. It is stored in the form of a
database of collection of records which can enable
searching, adding, removing, or updating any guest related
data.
The computerized reservation system not only helps to
make guest reservations but also helps to forecast how
many accommodations can be reserved in an upcoming
time period.
THE ROLE OF INTERNET IN RESERVATION
The internet has brought a momentum in the
hospitality business as well. It facilitates seamless
management of a hotel’s offices located at various
places and their various departments.
The guests of the hotel can access rate charts,
accommodation availability, check-in and check-out
timings, details about the restaurants, and so on, at
their own convenience.
SOURCES OF RESERVATIONS
• Direct request from guests − the prospective guests can approach
individually to the hotel for reservation of accommodation mostly when they
are single travelers or family travelers.
• Request from travel agent − they can approach the hotel for booking
accommodations for group travelers.
• Request from corporate agent − an organization can request a hotel to
reserve accommodations for their employees, clients, or visitors.
• Request from airlines − the airlines can reserve accommodations for their
working staff for routine stay as well as in case of flight cancellations.
• Request from institutions − various smerf or ngo institutions request to
reserve hotels for sports people, delegations of embassies, or performing-art
program groups, workshop groups, and alike who travel to different location.
MANAGING RESERVATIONS
1. Accepting reservation of accommodation
Reservation of an accommodation is accepted if the desired type of accommodation is available in the hotel for
selling.
• Reservation is accepted in the following cases in conjunction with the availability of the accommodation −
• Is the guest new to the hotel?
• Does the guest have good credentials with the hotel regarding payment and behavior?
• Is the guest a vip?
2. Denying reservation of accommodation
Denial of reservation directly means loss of revenue. The potential causes of denying reservation are :
• All accommodations in hotel booked − in such case, the reservation staff refuses the reservation politely and
suggests an alternative hotel in the same area or different property of the same owner in a nearby area.
• Requested type of accommodation not available − in such case, the reservation staff suggests an alternate
accommodation.
• Guest/agent blacklisted − some guests or agents are blacklisted due to their history of payment dues against the
hotel. In such case, the reservation clerk seeks for reservation manager’s advice.
MANAGING RESERVATIONS
3. Cancelling a reservation of accommodation
This is yet another event when the hotel loses business with a guest. Though the fact is overt loss of revenue, the front
office staff must react to it politely and gracefully. The staff member also needs to convey any cancellation charges the guest
must pay while cancelling the reservation. Cancellation is done in the following steps :
• Finding out details of the guest and respective reserved accommodation.
• Verifying charges of cancellation, if any.
• Notifying the guest about cancellation charges.
• Cancelling the reservation in the system.
• Updating the system for accommodation availability.
• Confirming the guest about the cancellation.
4. Generating reservation report
Reservation reports are generated for the sake of helping the management find trends and making forecast about
business.
• The reports typically are of the following types −
• Occupancy report
• Special arrival report
• Revenue forecast report
• Turnaway report
