Groups and Allotments

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

RM360 or other

Other Groups there ?

Performance

See what the train looks likecapping ?

How many groups on train - any youths ?

Check pick up and BDT, past performance

HAPPY ?

YES

NO

Conditional ?

Special date?

YES

Auhtorise

Anything relevant happening then?

Auhtorise but conditions on deposit or split group

NO

Refuse

Client Feedback

Request In

Feedback on why - alternatives

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

Request in RM groups Inboxor Large Groups form

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.

Tidy Master File

Conflict Management

Final Checks

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

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

Move trains or reduce numbers as needed both H and B

Send Allocation to Account Managers

Timetable and BDT

LINKS

Add the latest TT with BDT to Period Masterfile

Account Managers

Requests sent to BOX

Client Feedback

TOs return with queries and change requests

Collate and add to Period Master File

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 !

Requests sent to RMGroups

Top UP

Change

Cannot find

Connections change - request to change original allocation

Availability aurhorised not in Voyager

Extra seats or tours needed

Capacity Check

RM360

YES

Manual Adjustment in RM360 - if not possible alterntives offered

Check RM360 and Masterfile - update if yes

NO

LINKS

Account Managers

Reply to original request with decision

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.

On hold Report and Chasing

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

POWER BI EXTRACT

Update Template

Update Standard email

File here

See previous week's

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

Send Email

Distribution list is in previous week's email

LINKS

Account Managers

Contact the relevant account manager/EBSC

Relevant Links

BSG Management - Requests (with upload rights)

Large Group Authorisation Requests

On Hold File Template

Allotment Period Request Template

Power BI - ON Hold Report

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