Updated 09/29/2023
ORANGE = LINK TO CLICK
Hotel Relations
TEAM PHONE LINE: 859-216-4436
HOTEL RELATIONS EMAIL: hotelrelations@teamtravelsource.com
INVENTORY REQUESTS
WHO TO SEND INVENTORY REQUEST TO:
Before Cutoff Date: Send to Jackie
After Cutoff Date: Send to Christina
INVENTORY REQUEST PROCESS - AFTER HOTEL CUTOFF DATE
INVENTORY REQUEST PROCESS - BEFORE HOTEL CUTOFF DATE
HOW TO SUBMIT AN INVENTORY REQUEST IN OMS
LINKS THAT CAN BE SENT TO HOTELS
HOTEL PORTAL ACCESS
EVENTPIPE FAQ'S
RELEASING INVENTORY - FOR ACCOUNT TEAMS
GUEST EXPERIENCE & TEAM EXPERIENCES FAQ SECTION
WHEN TO SEND A HOTEL TO THE HOTEL RELATIONS LINE AT 859-216-4436
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A hotel asking about navigating their EventPipe Portal
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A hotel asking about credit card numbers
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A hotel needing access to a rooming list
WHO TO SEND THESE QUESTIONS TO (TO DIFFERENT DEPARTMENTS)
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A hotel asking about an invoice they received from TTS --- Send to Accounting Department.
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A hotel is asking about an RFP they submittedPlease send to the account team for given event --- Send to Account Manager/Team.
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A guest wanting to move their room that was booked directly with the hotel into the TTS block --- Send to Account Manager/Team
QUESTIONS FROM GUESTS:
How and why do guests get confirmation numbers before we have them in EventPipe or before we send the Pre-Arrival?
There are a few scenarios where a guest could receive their confirmation number before the confirmation is logged into EventPipe or before the Pre-Arrival is Sent.
1. Hotel may not have paid attention to our email where we ask them NOT to send the guest their confirmation numbers.
2. If the guest put down their rewards number and the hotel has their rewards number tied to the reservation, it will show on their App or Account with the Hotel
QUESTIONS FROM TTS TEAM (GE & TE)
Why are some events closed earlier than others? Why are some events still open the week of arrivals?
Events are closed AFTER we receive all confirmation numbers from hotels. In a perfect world, we will close events about a week before arrival, but if we have later cutoff dates, that will affect the day in which we close the event!
When should we Waitlist a guest vs. submit an Inventory Request?
If the waitlist is available, add the guest to the waitlist. If the WL if completely off (meaning we are 10 days from cutoff or sooner, then submit an IR). If a team needs a room type that is not contracted, submit an IR.
When is the Waitlist SHUT OFF for good?
The waitlist closes ten days before the cutoff date (unless we close it out earlier due to availability). You can check this by looking at the cutoff date, or by checking the company policy tab within the hotel in the event.
TEMPLATES FOR "HR/WAITLIST QUESTIONS" TEAMS CHAT
1. If guest is booked in Group Block, block is STILL OPEN, but the date they're requesting is not available (in or outside their block).
Check notes and make sure the waitlist hasn't been shut off.
Group Block ID & URL to group block:
Hotel Name:
Date(s):
Bedtype:
2. If guest is NOT booked in block and needs to add waitlisted date OR Group Block is CLOSED and they need to add waitlisted date
Check notes and make sure the waitlist hasn't been shut off.
Hey waitlist peeps! Can you please increase this waitlist so I can add a shoulder night for a guest?
LINK: (sample link shown)
3. If event is CLOSED, guest is trying to make change but cannot get help from hotel AND we have already tried contacting the front desk on their behalf.
Pipe ID:
Change Needed:
What we’ve attempted on guest behalf:
URL to Guest's Reservation:
4. If a guest is asking to have a night confirmed off the waitlist, please note, we will go in ORDER! Please send us the event URL and hotel name!
HOTEL:
URL to Event in EventPipe:
