Meaning of Arrival and Departure transfer with its Procedures.

Meaning of Transfer in Hospitality or the Tourism sector.

Welcoming or pickup and farewell or dropoff to the Guests by the tour operator are called Transfer in Hospitality/Tourism Industry.  It is the act of warm welcoming towards guests at the airport and dropping off to the airport after the tour is finished. 

Arrival and departure transfers are mostly provided by the local handling agency. They make the necessary arrangements for arrival and departure transfer. Steps to be looked upon to ensure that all goes well and all client's needs are met. The transfer involves a different series of activities. If it is related to arrival transfer, it involves meeting & assistance of guests, accompanying guests, handling their, baggage, tour briefing, transfer guests to the hotel, help in hotel check-in and others. On the other hand, departure transfer involves meet the guest at the hotel, transfer guests to the airline, collecting feedback, helping the airport and so forth.

Arrival Transfer 

Meaning of Arrival Transfer:

An arrival transfer is related to the transfer of guests/passengers from the airport/bus station to the hotel/resort. It is concerned with the smooth flow of the tour. It involves a different series of activities/functions. It is the first stage of the Tour. 

Procedures of Arrival Transfer:

1. Before going to the airport/bus park/train station/seaport

The following points to be checked or remembered before going to the airport

arrival transfer:

• Update the tour file information in detail before as well as after update the tour file. 
• Vouchers Check all hotel and transport service vouchers. The information.mentioned in the voucher should match with each other and with an itinerary
• Contact/check the service agencies Contact the service agencies like hotels, transport, trekking agency, rafting agency, guides, porters etc and confirm the services.
• Organize transport Meet the driver and check the vehicle and its standard/quality. It must be as per the client requirement and itinerary.
• Call the concerned airlines at the airport and find out the ETA(Estimated Time of Arrival). It will help to save time as well as transport costs.

2. At the Airport

The following things should be kept in mind at the airport: 

• Be at the airport prior to the time of the passenger's arrival. One must håve a safe margin time in case the vehicle gets in a traffic jam, roadblock or other obstructions. 
• Inform the driver where to park the vehicle and where he should wait for guests.
• Be ready with office play card at right place/location
• Recognize, meet and greet the guest. Assist them to manage' their baggage. If there is any lost or damaged baggage, assist them to claim for the same. Create a sound environment that the guest feel comfortable
•  Count the baggage and make sure that all baggage is properly loaded in the vehicle.

3.  Drive from Airport to hotel :

The following things should be kept in mind at the drive from the airport to the hotel.

• Tour officer should re-introduce again and brief their responsibilities.
• Speak slowly and clearly as they are new and from different backgrounds.
• Provide information on:

1. Driver
2. Hotel and driving time to reach there
3. Time difference and Current local time
4. Local
5. currency and foreign currency exchange rules and regulation
6. Weather condition/climate
7. Shopping
8. Some major attractions of the country
9. Next event on their program and so forth

4. At the Hotel :

• Make sure that all the baggage are unloaded
• Hand over the baggage to the bell desk of the lobby
• Receive the required type and number of rooms and be sure that the guests are
  satisfied with their assign rooms.
• Brief about the hotel layout such as restaurant, shopping, health club, swimming pool
  and other facilities available in the hotel area.
• Leave the tour officer contact address and office address where they should contact in case of an emergency.

Departure Transfer 

Meaning of Departure Transfer :

Departure transfer is related to the transfer of guests/passengers from the hotel to the airport/bus station.

It is related to maintaining a long-lasting relationship with the guest/client. It is an act of farewell to the Guests.

Procedures of Departure Transfer:

1. Before going to the hotel

The following points to be checked or remembered before going to the hotel for departure transfer:

• Call the concerned airlines at the airport and find out the ETD (Estimated Time of Departure). It will help to save time and transport costs.
• Air ticket Return flight tickets need to be reconfirmed. Some airlines provide the facility of reconfirming tickets by phone but some airlines do not provide this facility.
• Visa/passport and other valid papers and documents- As a travel agent, its responsibility to check and support the guests about to clear border formalities. So, the travel agent must be familiar with current rules and regulations from the concerned airlines, travel agent or from government or embassy
• Foreign exchange foreigners are not allowed to bring Indian currency and bills of 500 denominations are not valid in Nepal. Moreover, Nepali citizens are allowed to carry only limited and valid limits of foreign currency.
• Collection of payment = Collection of the payment should be done on the basis of proper official papers. Collection may be on cash, traveler's cheque, credit cards, and service vouchers. the As per the foreign currency exchange rule of Nepal Government,
• Hotel check-out time -Normal hotel check-out time is 12 noon. The early check-in or late check-out may cost extra. So, collect all extras from guests. If a guest's departure is late informed hotel authority on time. 

2. At the hotel

• paid One should be at the hotel earlier and ask reception if everyone has to Gather up
• guests, call rooms of those who do not appear at the lobby
• Remind the guests for the payment of extras
• Remind the guests to return room keys, empty safe deposits boxeş, and have travel documents.
• Briefbell boy to load baggage and passenger extras

3. Drive from the hotel to the airport

• Check the ticket and travel document for final confirmation
• Brief about the airport check-out formalities and facilities
• Collect the feedback related to the different services

4. At the Airport

• Drive as close as to
• check-in area and assist with getting porters.
• possible assist them to ticket check-in, custom clearance, and visa formalities
• Wish them a safe and happy journey
• If there is a delay before the clients have gone airside the tour officer still responsible for them 

Report to the Office and Get Back to Work.

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