How to create a new tour operator contract?

How to create a new tour operator contract?


By selecting the “+new contract” button on the previous screen, accessible from the menu > configuration module > pricing > tour operators, you will be able to start a new contract creation process which consists of the following steps:

  1. Select the tour operator to which the contract belongs
  2. Select the type of contract
  3. Enter blackout dates
  4. Enter contract dates and seasons
  5. Enter contracted spaces, occupancy, RNs and prices
  6. Insert promotions details
  7. Insert meal supplements
  8. Enter release dates
  9. Insert complimentary room details

After finalizing the last step, click on the “Save” button to have all these data visible in the Tour Operator module.

Important! In order to simplify the configuration process, although we recommend you to enter all the details, only the following fields are mandatory:

  • Tour operator name
  • Contract dates
  • Number of spaces, type and occupancy

Rates, promotions, supplements, release dates and gratuities can be left unconfigured. However, we strongly recommend you to enter at least the release conditions, allowing the module to help you with their management.

CHANNEL and TOUR OPERATOR

Select the tour operator to which the contract belongs and the channel to which it is assigned in the segmentation module. Remember that only those tour operators that are assigned in the channel segmentation module (configuration > pricing > segmentation > channel segmentation > agencies) to the channel typified as “Tour Operator (fixed rate)/airline” will appear in this drop-down menu.


TYPE OF CONTRACT

  • Guaranteed allotments: guaranteed allotments of individual reservations that must be deducted from the inventory. These are rooms that the Tour Operator has confirmed 100%, usually have been fully prepaid and sales closures are not accepted.
  • Non-guaranteed allotments: non-guaranteed allotments of individual reservations that may not have to be deducted from the inventory. These are rooms contracted by the tour operator but subject to the hotel’s availability, they are normally not prepaid, sales closure dates are accepted and as they are not 100% confirmed they should not be always deducted from inventory.
  • Tourist series: regularly occurring tour group bookings with similar contract conditions.

CONFIGURATION OF STOP/OPENING SALES SENDINGS

Would you like to manage your stop/opening sales communications directly from BEONX? The activation of the toggle will allow the tool to generate automatic emails to the TTOO every time you create a new stop sale or open a date in the module.

This option is only available for non-guaranteed contracts or tour series because, usually, guaranteed contracts do not accept stop sales.


BLACKOUT DATES

These are those special dates when high demand is expected and, therefore, during the negotiation of the contract it is decided that the agreed allotment and price conditions will not be applied.

Blackout dates are not mandatory to configure.


CONTRACT DATES AND SEASONS

You can create as many seasons as necessary according to the contract signed with the tour operator. The creation of seasons will make sense when some of the contract conditions vary from one period to another, e.g. number of rooms contracted, rates, supplements, etc.

If you have the same conditions negotiated during the whole validity of the contract, it will only be necessary to create one season.

You must always select a date range and link it to the season. The tool will take the start date of the first season and the end date of the last season as the validity dates of the contract.


CONTRACTED ROOMS, OCCUPANCY, RNs and RATES

The number of rooms, space type and occupancy fields are mandatory, while the rate field is optional. Please note that if agreed prices are not configured, all columns related to contracted rates won’t have any information.

You will be able to add rooms contracted by space and by day of the week thanks to the icons at the top.


PROMOTIONS

You will be able to enter here the details of any early booking promotion agreed with the tour operator.

Promotions are not mandatory to configure.


SUPPLEMENTS

In case you have agreed with the Tour Operator on any type of meal supplement, you can enter here the rates per adult and child.

Entering the details of the supplements is not a mandatory configuration.


EXPIRATION DATES

The expiration or release dates are deadlines in the contracts until when the tour operator can make reservations or cancel them without cost. After this date, if a new reservation arrives, it will be out of the release and, therefore, the hotel will be able to reject it. In addition, on the release date, the rooms that have not been reserved will be released by the hotel.

Although entering expiration dates is not mandatory for the configuration of the contract, it is highly recommended, allowing the tool to help you with its management.


COMPLIMENTARY ROOMS

Gratuities are rooms at no cost for the tour operator due to a high volume of bookings contracted or given as a commercial gesture, these rooms are usually given to the guide or driver of the group.

Gratuities are not of obligatory configuration.



You can check more information related to this module in: