It is important to ensure that the Best Western tab is filled in completely within groups in order for this pre reserved inventory of rooms to be passed to MW to ensure they are accounting for the hotels bedroom stock correctly and not over or under selling rooms.
Once a group has the necessary information within the BW tab filled in and the group is saved, a Group ID, a CRS rate plan code and a Group Online URL will generate.
The group name can be found within MW within rate monitor. It is important to put an easily identifiable description here for ease of searching within MW
The Group Type defines the market segment . Select the closest match to the market segment.
The Lead ID is one of a few non mandatory fields. Hotel can leave this blank or enter a surname of lead booker.
The Booking Channel can either be local or online.
Cut off day indicator corresponds to release rules of the group – if hotels are not selling groups online this should be set to 0
Cut off days corresponds to release rules of the group – if hotels are not selling groups online this should be set to standard
Promised room nights should be set to the anticipated length of stay of the group
Promised Low rate should be set to the lowest rate payable by the group
Promised High Rate should be set to be the highest rate payble by the group (this may also match the promised low rate if there are no premium rooms or difference in board basis for example)
Guarantee should be set to the contracted terms of the group. For example, this might be GTD (Guaranteed only) or could be FULLPAY (Payment in advance of groups stay)
Cancellation Policy should be set to the contracted terms of the group. For example, this might be 4pm on DOA for a corporate group or may be 28 days in advance for a leisure group.
Comments is another non mandatory field and can be left blank.
To check a group is holding successfully within MW, hotels can search by using the generated CRS rate plan code within rate monitor. You can then identify how many rooms are holding on each night for that group and compare this to the PMS. It is important to check this when resolving an imbalance with groups as it can often assist in identifying where the overage/underage of rooms is coming from.