Groups and Allotments
Mike Nistor
Created on June 25, 2024
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Transcript
Allotments, Groups and OnHold
A Brief 'How-To' Guide
start
Groups Process for BAU
This is the process for requests within booking horizon. Requests outside booking horizon - do not commit to anything - use past perfromance to give an indicative and not definitive answer.We auhtorise the capacity not the fare - that is subject to availability. Special Events have their own rules - TBD with line manager and relevant parties.
LINKS
Account Managers
Special date?
Anything relevant happening then?
Performance
Check pick up and BDT, past performance
RM360 or other
See what the train looks likecapping ?
Other Groups there ?
How many groups on train - any youths ?
Conditional ?
Auhtorise but conditions on deposit or split group
Auhtorise
Client Feedback
Offer rejected by us or them.Look at it again if changes proposed
Request In
Request in RM groups Inboxor Large Groups form
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A
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Refuse
Feedback on why - alternatives
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YES
NO
YES
NO
HAPPY ?
Allotments Process
This is the process for allocating allotments per period loadings.Top ups (request that come after period has been processed) and other manual adjusments to be covered in the next section.Currently no allotments on AMS trains but they will be coming later in 2025.
LINKS
Account Managers
Timetable and BDT
Add the latest TT with BDT to Period Masterfile
Tidy Master File
Check dates are correct, format, if requested trains running and links working
Conflict Management
Move trains or reduce numbers as needed both H and B
Final Checks
Missed any special events?e.g. 9116/9149 ski trains
Send Allocation to Account Managers
Client Feedback
TOs return with queries and change requests
Requests sent to BOX
Collate and add to Period Master File
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Adjustment Process
There are usually 3 Top Ups and Manual Adjustments - Top Ups (I want more), Change train/date or Cannot find (I was given this but cannot book). Please note that for Top Ups and Changes we do not offer the original fare (always at least one bucket up - unless train really empty) and......You are allowed to say NO as well !
Capacity Check
Check RM360 and Masterfile - update if yes
LINKS
Account Managers
Top UP
Extra seats or tours needed
Change
Connections change - request to change original allocation
Cannot find
Availability aurhorised not in Voyager
Reply to original request with decision
RM360
Manual Adjustment in RM360 - if not possible alterntives offered
Requests sent to RMGroups
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YES
NO
On hold report and chasing
How to update the weekly on-hold report and how to interact with the account managers and other interested parties.
Check Rail Europe and trains >150 on hold in more detail
POWER BI EXTRACT
File here
Update Template
Previous week is on Sharepoint - Revenue Management - 09. Groups & On-hold
LINKS
Account Managers
Update Standard email
See previous week's
Contact the relevant account manager/EBSC
Send Email
Distribution list is in previous week's email
On hold Report and Chasing
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Relevant Links
On Hold File Template
Large Group Authorisation Requests
Allotment Period Request Template
Power BI - ON Hold Report
BSG Management - Requests (with upload rights)
Relevant Account manager Portofolios
CONGRATULATIONS!
The process is complete and you have authorised a group or allotment !
1. Gullivers Sports 2. Venice Simplon-Orient-Express 3. Fred Olsen Travel Limited 4. Tour Partner Group UK Ltd (formerly Hotels & More) 5. Class Tours 6. G TOURING TRANSPORT LIMITED 7. AC Tours 8. SAGA Transport Limited 9. Next Generation Travel 10. Railtrail Tours 11. Newmarket Holidays 12. One Traveller – contracting currently taking place 13. Viking River Cruises 14. EF Education First Limited (EF) 15. EF Education First Limited ( ULTIMATE BREAK) 16. Cosmos Transport Services Limited (GLOBUS & Tourwise) 17. EF Go Ahead 18. Insight Vacations Ltd/Trafalgar Tours Ltd 19. Evan Evans Tours 20. Premium Tours 21. Star Tours 22. Angela Shanley 23. Happy Tours – contracting currently taking place 24. WOW Holidays – contracting currently taking place 25. Best of Tours - contracting currently taking place
1. Tomorrowland 2. Lux Viaggi 3. Envol Espace 4. Arts Voyage 5. Hospitality Line Limited 6. Mega Tourisme
1. EBSC Groups.
1. Charter Parlementaire 2. Great rail journeys 3. Riviera Travel 4. Treinreiswinkel 5. Eventeam
1. CLC (Nacel/Go and Live) 2. EF International Language Schools Limited 3. Carré Voyages 4. IKS Events Voyages Eurafrique 5. Service Transport Telligo / UCPA 6. Cap Monde 7. Eole Loisirs 8. SILC 9. Mije 10. Move and Study 11. Travelski 12. Xanadu Voyages (Rugby) 13. Verdié 14. France Angleterre 15. HAVAS 16. Mycomm – contracting currently taking place 17. Incoming Europe – contracting currently taking place