HOTELIER LIFE

Pre-registration activities are usually done before guests arrive at the hotel and are also considered one of the most significant phases in the guest cycle. Pre-registration is generally executed for Group’s arrival, VIP as well as VVIP guests and also for FIT (Free Independent Traveler) bookings.

These activities include room allotment, need to update guest profiles, need to prepare welcome letters, have to collect all reservation correspondence and also have to send amenities requests, etc. these all are part of pre-arrival activities and are usually performed one to two days prior to the guest’s arrival.

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Advantages of pre-registering guests

• It generally helps to speed up the guest registration as well as the check-in process.
• A virtually completed and also pre-populated registration card can be generated from the system.
• In this, guests only require to verify the details during check-in instead of writing down them.
• If there are any special requirements from guests they also can be met in advance and can keep ready for guests at the time of arrival.
• For all pre-registered guests they do offer in-room check-in to make a hassle-free check-in procedure.
• In this process, rooms are generally assigned as per the guest’s room preference at the time of booking i.e. away from the elevator, non-smoking or smoking room, swimming pool facing, etc.
• They do keep guest-preferred amenities in the pre-allocated room before arrival.
• In this, you will get less or no complaints in the assigned room.
• An alternate room or upgrade is offered in advance if booked room category is unavailable.
• The room which is blocked for VIPs and VVIPs guest needs to communicate prior with other departments like Housekeeping and In-room dining.
• Generally, VIP and VVIP amenities are kept in advance by Housekeeping and In Room Dining.

• Mostly in groups arrivals minibar is either locked or empty in advance.
• Generally, the front office does send an amenity voucher in advance to the housekeeping department to place flower bouquets and the in-room dining to place fruit and cookies basket in the room prior to the VIP and VVIP guest’s arrival.
• Therefore, to ensure a smooth operation Duty Manager or Guest Service Manager are responsible to cross check the amenities are placed in the VIP and VVIP guestrooms before arrival for a great arrival experience.
• For the group arrivals have to ensure that all keys and rooming lists are kept ready before the arrival of the guest for a smooth check-in experience.
• For instance, if group arrivals guest bags are reached in advance then they need to be placed in the room before the check-in of the guest.
• The front office team has to pre-prepared the Wi-Fi access coupons as well as meal coupons for the group arrivals for an easy handover to guests at the time of check-in.
• Need to ensure that the Guest Relation team is ready to provide a traditional welcome to the VIP or VVIP guests with a flower Garland or Spice Garland.