As of the end of Dec.6, we have checked out the room keys 935 times and had 5,610 guests use the group rooms! (Whew, no wonder we're tired.) We've learned a few things as we have done this work, and we've fine-tuned our procedures. Please use the required guidelines below when checking room keys in and out to guests:
PROCEDURES FOR GROUP ROOM USE
Checking out a key:
Take a key from the box. (If no keys are available, ask the guest if he/she would like to sign the waiting list.)
You fill out the top portion of the room use agreement. Make sure you fill out the form completely.
Ask the patron to read the agreement and sign at the bottom.
Scan the guest’s I.D. and the room key.
Tell the guest the room is due in two hours.
Place the agreement form in the box under the counter. Forms should be kept in room number order.
Renewing a key:
Keys can only be renewed when there are one or more rooms empty.
Find the agreement slip for the room that needs renewed.
Write “renewed” and the current time on the top of the form.
Checking in a key:
Scan the room key to check it in.
Pull the signed agreement matching the room key from the box.
Give the key and the agreement to your co-worker and ask him/her to check the room for you.
When your co-worker returns, if there is no waiting list, place the key in the box. If the room was in good order, place the agreement in the box on the reserve shelves. If the room was not in good order, make sure details are written on the agreement, and place the agreement in Steven’s mailbox.
If there is a waiting list, announce the first name on the list. If no one comes to the desk, announce the second name, etc. As you announce the names, cross them off the waiting list. When a guest from the waiting list approaches, follow the “checking out a key” procedure above.
Got questions? Ask your supervisor.
