Drafting a Booking Form
What to include on a Booking form for your confirmed Guests
The booking form gives you a summary of your guests’ interests and special needs. The booking form highlights details of your confirmed tour and is very important to advise your guests to fill it in and send it back to you and have it on their file
It sometimes spells the following:-
- Language Spoken, English or French, to enable you to allocate a perfect and efficient driver-guide Are they comfortable with English or they would agree with a translator or a tour leader (Spanish, German maybe Italian-speaking)
- Rooming list to be confirmed (twin or double, it can even happen if a couple requests a twin room also important when there are families 18 years old. The child prefers to have his/her own room and not share a triple with the parents etc…
- Their age with their date of birth (there might be a birthday during the trip).
- If the clients have any specific reason to visit Rwanda (it might be to celebrate a wedding anniversary,
- Flight details including their arrival and departure times?
- Their last trip or where they usually like traveling (useful to find out if this is their first trip to Africa).
- Clients who are coming for the first time to Africa are more stressed than others.
- Do they have any health problems or mobility issues (also useful for the room allocations, not far from the reception…)?
- Passport detail information
- Are they smokers?
- Do they need Wi-Fi (this is something we have to discuss, are we able to provide Wi-Fi in each vehicle if requested)? Some guests are still working while on holiday, some of our clients have their own businesses…
- Dietary requirements (and most probably the clients are Jews, they might have requested for vegetarian food only), any allergies?
- Specific remarks and their major interests, they love birds for instance and like gorilla trekking safari be it cultural tours …
- Their taste, maybe they like to drink a specific wine, meal…
- Rhythm of the trip, some people are very active on holidays others hate to wake up early morning, etc.
Then all this information is to be shared with the driver before the guest’s arrival.