PA and Secretary Community - Deskdemon.com

Argh!  The company I work for have always used a hotel booking service and for  have ended the contract with them without any notice!  They haven't any plans to employ a new service and so we are landed making individual reservations for people!

I am lucky in that I have a credit card for my boss that I can use to pay for hotels for people but oh my goodness what in the world do the powers taht be think they are achieving?

I'm a bit shell shocked as the potential work involved for me is astonishing and I'm looking at having to source in excess of 150 rooms a week around the country!!  

So far I've said to people that I cannot manage it all and if they prebook at their preferred hotel and email me the detail I will ring the card details through to confirm.  That way I also have a fax record and can reconcile the statement when it comes in and it saves me having to hunt down various hotels that the traveller may not like anyway!

My boss has complained to the relevant people thankfully as he is none to impressed.

How do other people go on or do you all use a hotel booking service?

I book hotels directly, some we have a corporate rate with.

We have a travel company that books our air and rail travel and hotels.  However, it is costly I think we pay a retainer fee and a flat fee per transaction) and there is no guarantee that we are getting the best rates, although the agreement states that we should have the best rates.  I have, therefore, started booking travel arrangements direct with airlines, train companies and hotels, and use my company credit card.  

The disadvantage to me is that it can be time-consuming doing the research (particularly when Bossie wants details of flights from four different airports to the same destination - and trains as well!).  I'm currently training my assistant to do this task, which should improve matters.  However, we do benefit in keeping costs down, and once my assistant is up to speed then the costs will reduce further as her time is much cheaper than mine.  

We have a corporate account with Travelocity.  If you are able, that would be the way I would go, via Travelocity or similar website.  At least you can do that online and don't have to call each hotel directly.

All the hotels and travel options that I use take reservations online.  However, I will check out Travelocity.  

Sometimes, if we use the same hotel (which we do in one case), then I will call the hotel direct because building up good business relationships for repeat business is as important as getting people from one place to another.  T

Thank you again for the suggestion.

We have a travel service, which I use for flights (except Southwest) and car rentals, but 95% of the time I book hotel rooms directly with the hotel. I get better rates that way because I'll work with a contact that I've established a relationship with and will generally get Bossie free upgrades on his rooms.  I've been compiling a listing of hotels in my market and near our other offices along with a quick note to remind me of the specifics of that hotel (i.e. - 5th floor is "quiet floor", etc.).

Of course, I don't book anywhere near 150 rooms a week.  I'm only booking for myself, the boss and 4 Directors.

Thankfully, we have an in-house travel department that takes care of everything, as long as we complete the proper forms.  Makes my life a lot easier!

With 150 rooms a week, I'd be marching right in to somebody to discuss the situation. That is ridiculous. It is a HUGE amount of time to book that many rooms (heck half that many is too much for one person unless that is 100% of their job!).

Good luck. Everywhere I have worked if there were any volume whatsoever, they have employed a travel agency.

Marie

I've used Travelocity even when I've had a travel agent to go through.  I always preferred looking at the details of the flights and hotels, determining what was best for the boss, then sent the details of what I wanted to the travel agent if I didn't want to book myself.

I know that since so many airlines stopped paying a percentage to travel agents, that the agents have started charging more for their services.  Many companies have stopped using them for that reason.  Websites like Travelocity can really help take up the slack.

Jodith

Edited by jackie on 29/02/08 12:55 PM.

Thanks everyone :D

My boss has complained to the necessary people and they will be looking into alternatives.  We've come to an agreement now though that those that can pay on cards and claim expenses will do so, those that can't pay on card can either get their manager to pay or ask me, but they need to have provisionally booked first and I will fax details accordingly to the hotel.

It means I'll probably only get 20 requests a week at the very most (can you hear me sigh through relief) which is not unreasonable.

Callie