Saturday, 3 October 2015


BELL DESK

STAFF ORGANISATION OF BELL DESK
LOBBY MANGER
SR BELL CAPTAIN
BELL CAPTAIN
BELL BOYS
TRAINEE
Bell Desk
The bell desk is located very close to the main entrance of the hotel. This section is headed by a bell captain, who leads a team of bell boys and page boys.
          Functions of bell desk :The bell desk is responsible for the following tasks:
        Handling guest luggage at the time of arrival and departure
        Escorting guests to their rooms on arrival.
        Familiarizing guests about safety features and in-room facilities.
        Making sundry purchases for the guest.
        At request keeps guest luggage in the left luggage room
Equipment used in bell desk
1.       Computer.
2.       Telephone
3.       Luggage trolley
4.       Paging board
5.       first aid box
6.       Wheel chair
7.       Oxygen cylinder
8.       Stamp folder
9.       Franking machines
10.   Umbrella
11.   Postage weighing machine
12.   Date and time punching machine

Luggage handling procedure
At the time of arrival
1.       Guest is received in the main porch.
2.       Luggage is taken to the bell desk and tagged.
3.       Bell boys go to the reception with luggage while guest is registering himself.
4.       Bell boys write room no’s, name on luggage tag.
5.       Guest is escorted to the room.
6.       Guest is familiarized with facilities and fixtures in the room.
7.        Bell boys come back to the counter and fill an errand card.
At the time of departure
1.       Bell boys goes to the room and discreetly checks for any broken and missing item.
2.       Luggage is brought down and a luggage sticker is posted on it.
3.       Departure errand card is prepared.
4.       After getting a clearance from the cashier, luggage is loaded in the guest car.
5.       Bell boys will wish a happy journey to the guest.
6.       Arrival and departure errand card are stapled together and filed.
ERRAND CARD
                                                                                 Hotel Xyz                                                                           Sno _________
                                                                                                                                                                                Date_________
Name of the guest_________________________                                                                       Room nos____
Expected date of departure______________
S no
Item
Quantity
Description




















Remarks   ________________________________________________________________________---____________________________________________________________________________________________________________________________________________________________--
Bell boy   _________________________________________  Time_____________________


Scanty baggage
A guest who arrives at the front desk requesting for accommodation and is carrying very little or no baggage is known as a scanty baggage guest. The bell boy carrying the guest luggage should report the same at the front desk.
Procedure
1.       The bell boy should inform the front desk about the scanty baggage.
2.       For registration formalities should be completed as in the case of walk in guest.
3.       An advance payment for the entire duration of stay may be asked from the guest.
4.       The office assistant should imprint the scanty baggage stamp on the guest registration card.
5.       The front office assistant should prepare APC (all payment Cash) slips and send   to all POS (point of sale).
6.       The front office assistant should allot a room and hand over the room keys to the guest. A bell should escort the guest to the room.














Paging the guest
A guest needs to be paged or locate if he has left a location form with the reception counter. Location form is in duplicate. One copy is given to the reception and another to a telephone operator. A bell boy will go to locate the guest carrying a paging board with guests name written on it small bells are attached with a board to attract guest attention.

Location form
Name_________________                                                                                                      S no _____________
Company______________       Room no ______________                                       Date _____________
                                                                                                                                                                Time_____________
I am expecting a visitor/Message/Parcel/Call. I will be at the location till _________
Swimming pool     Coffee shop        Bar     lounge    Lobby     Health club    Beauty parlor
Room no _____________
Please inform me
Guest Signature _____________


Left luggage card
Guest name_____________________________________________
Room no’s____________
No’s of pieces__________
Description ________________________________________________
Expected date of delivery______________
Bell boy’s signature____________________
Time ________
------------------------------------------------------------------------------------------------------------------------------------------
Guest name_____________________________________________
Room no’s____________
No’s of pieces__________
Description ________________________________________________
Expected date of delivery______________
Bell boy’s signature____________________
Time ________




1.       Left Luggage Handling
2.       There are times when guests check out of their rooms but would like to leave their luggage in the hotel and collect it later.
3.       The same facility may be extended to a guest who would return to the hotel after a short visit to another city.
4.       The left luggage facility helps guests keep their luggage in the hotel for a short time, even though they have settled their bills and checked out of the rooms.
5.       Procedure for Left Luggage Handling
6.       Hotels normally follow the following procedure while accepting the luggage to be stored in the left luggage room:
                                                               i.      The agent makes sure that the guest wishing to keep his luggage in the left luggage room has cleared his bills.
                                                             ii.      The luggage tag is filled and tied to each luggage.
                                                            iii.      The details of the luggage are entered in the left luggage register
                                                           iv.      The counterfoil of the luggage tag is torn and handed over to the guest. The guest is required to present the same for the collection of his luggage.
                                                             v.      The luggage is kept in the left luggage room.
7.       While delivering the luggage to the guest, the following procedure is followed:
                                                               i.      The front office agent requests the guest is to show the luggage tag counterfoil.
                                                             ii.      The front office agent tallies the counterfoil with the tag attached to the baggage.
                                                            iii.      The front office agent makes an entry in the left luggage register and requests the guest to sign for the delivery of the luggage.
                                                           iv.      The front office agent hands over the luggage to the guest.

Bell desk captain control sheet
This sheet is used by the bell captain to monitor the movement of bell boys in a hotel.
Bell captain signature _________ Shift from ______ to_________ S no __________ Date__________
S no
Bell boy name
Arrival
Departure
Room From
Transfer to
Other jobs
Outside jobs
Time out
Time in
Remarks












Left luggage register
S no
Date
Name of guest
Room no
Left luggage card no

No of luggage pieces
Description
Bell boy signature
Date of delivery
Bell boy signature
Guest signature
remarks















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