Instructing Hotels on Reading the Rooming List Report

Managing event accommodations requires clear communication with hotels regarding the rooming list export process and how to read the report. Here's a guide to ensure the hotel reviews all the important fields on the rooming list report.

1. Confirmation of Rooming List Receipt

Immediate Follow-Up: Once the rooming list is sent, request a confirmation from the hotel contact that they have successfully downloaded it. This step is crucial to ensure they have all the necessary information.

2. Importing Resiada Reservation IDs

Matching Reservations: Instruct the hotel to import the rooming list with the Resiada Reservation ID. This ID is essential for matching reservations in your system with the hotel's confirmation numbers.

3. Managing Block IDs, Discount Codes, and Payment Type

Sub-Block Identification: Ensure the hotel imports the BlockID of each reservation. This helps in identifying the sub-block a reservation belongs to and its associated billing details.
Discount Codes: The hotel should be aware of the use of discount code for the partial/full coverage of a reservation by the master account.
Payment Type Recognition: The hotel should be aware of different billing types for each reservation, distinguishing between different payment types and bill to master.

4. Addressing Specific Room Requests and Rooming List Notes

Run of House Reservations: For reservations booked as run of house (ROH), the hotel should note any bed type requests.
Rooming List Notes: Hotels should pay attention to any additional notes which may include room upgrades and amenities assignments.

5. Sending Confirmation to Guests

Guest Communication: After setting up the reservations in their system, the hotel should send a confirmation email to all guests. This reassures guests about their booking status.

6. Providing an Updated Rooming List

Final Confirmation List: Ask the hotel to send back an updated rooming list in Excel format. This list should include your Reservation ID, the hotel's Confirmation Number, along with detailed billing information for auditing and accuracy checks.

Summary

This guide facilitates clear communication between your event team and the hotel. By following these steps, you can ensure accurate transfer and confirmation of reservations, offering a smooth experience for both your team and the attendees. Remember, attention to detail and consistent communication are key to success.