Groups and Allotments

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A Brief 'How-To' Guide

Allotments, Groups and OnHold

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.

Groups Process for BAU

HAPPY ?

NO

YES

NO

YES

Feedback on why - alternatives

Refuse

Request in RM groups Inboxor Large Groups form

Request In

Offer rejected by us or them.Look at it again if changes proposed

Client Feedback

Auhtorise

Auhtorise but conditions on deposit or split group

Conditional ?

How many groups on train - any youths ?

Other Groups there ?

See what the train looks likecapping ?

RM360 or other

Check pick up and BDT, past performance

Performance

Anything relevant happening then?

Special date?

Account Managers

LINKS

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.

Allotments Process

Collate and add to Period Master File

Requests sent to BOX

TOs return with queries and change requests

Client Feedback

Send Allocation to Account Managers

Missed any special events?e.g. 9116/9149 ski trains

Final Checks

Move trains or reduce numbers as needed both H and B

Conflict Management

Check dates are correct, format, if requested trains running and links working

Tidy Master File

Add the latest TT with BDT to Period Masterfile

Timetable and BDT

Account Managers

LINKS

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 !

Adjustment Process

NO

YES

Requests sent to RMGroups

Manual Adjustment in RM360 - if not possible alterntives offered

RM360

Reply to original request with decision

Availability aurhorised not in Voyager

Cannot find

Connections change - request to change original allocation

Change

Extra seats or tours needed

Top UP

Account Managers

LINKS

Check RM360 and Masterfile - update if yes

Capacity Check

How to update the weekly on-hold report and how to interact with the account managers and other interested parties.

On hold report and chasing

On hold Report and Chasing

Distribution list is in previous week's email

Send Email

Contact the relevant account manager/EBSC

See previous week's

Update Standard email

Account Managers

LINKS

Previous week is on Sharepoint - Revenue Management - 09. Groups & On-hold

Update Template

File here

POWER BI EXTRACT

Check Rail Europe and trains >150 on hold in more detail

BSG Management - Requests (with upload rights)

Power BI - ON Hold Report

Allotment Period Request Template

Large Group Authorisation Requests

On Hold File Template

Relevant Links

Relevant Account manager Portofolios

The process is complete and you have authorised a group or allotment !

CONGRATULATIONS!

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