Group departure

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Group departure is also handled in a similar fashion as of F.I.T. guest except that a team of bell boys are engaged in bring down the baggage of group from the floor. Here, the stress is given on co-ordination and efficiency. Therefore, a group departure demands a careful supervision.

a. At the bell desk

1. The bell captain ensures that sufficient staff is available in the shift during group departure.

2. He will check the baggage down time and wakeup call from the group leader one day in advance.

3. Approximately five minutes before the baggage down time he will allot floors and room no. to the bell boy to bring the baggage down.

4. Generally group members are advised to keep their baggage ready and packed at the time of baggage down time in order to avoid time waste.

5. The baggage is collected from the guest floor and brought down to the lobby where they are arranged at one corner and hotel stickers are also pasted on them. It is at this stage the bell captain counts

the baggage of group and noted down on bell boy errand card.

6. Then the bell captain obtained the baggage out pass from the cashier after the group leader has settles the bills and with the help of group leader he ensures that all the keys are retrieved from the group members.

7. The bell captain then requests the group leader to count the baggage and ask his team of bell boys to load the baggage in the group transport.

8. Only one errand card is prepared, however the name of all the bellboys are mentioned who were engaged in the group departure.

b. At the reception

1. The receptionist will issue the group departure notification about the group in advance to all concerned departments.

2. On presentation of baggage out pass which is issued by the cashier, the receptionist checks the room keys of the group and informs the bell captain about the missing room keys and once all keys are retrieved, the key clearance is given on the bell boy errand card.

c. At cashier desk

1. Upon receiving the information about the departure, the cashier takes out the group bills and checks if any voucher remains un-posted and at the same time he also call all the POS to check for any last minute billing.

2. He will then checks and complete the bill of group and proceed to update the bill.

3. All the extra vouchers are separated room wise and summary is made to facilitate settlement.

4. When the group leader comes to settle the bill, the main bill is presented to him for his approval and then the list of all those room numbers who has to pay extra is handed over to him. The group leader will help the cashier in settling the extra bills of group members.

5. Once the final bill has been approved by the group leader, he is requested to sign it and a voucher duly signed by the travel agents is collected from him. This voucher is then stapled with the final bill noting down the following details in appropriate column of the main bill.

5a. Voucher no. and date

5b. Name of travel agent

5c. Travel agent reference files no.

6. Once the final bill is settled the cashier will then issue the baggage out pass to the bell captain.