Hotel sales intake checklist

Hotel Group Lead Capture Checklist for Phone Calls

A group caller does not need a generic message taken. Sales needs dates, rooms, purpose, decision timing, operational requirements, and a reliable way to continue the conversation.

Run a 14-day pilot →Hear Ava

Core qualification fields

Arrival, departure, and any flexible dates
Rooms needed per night and preferred room types
Adults, children, or team age group when relevant
Event, project, tournament, wedding, crew, or corporate purpose
Organizer name, organization, phone, email, and best contact time
Target rate or budget only when the caller volunteers it or the property approves the question

Operational requirements by segment

Sports teams: bus parking, breakfast timing, team age, tournament venue, and coach contact.
Weddings: venue, wedding date, room pattern, rehearsal or brunch needs, planner contact, and booking deadline.
Crews and long stays: project site, vehicles, weekly schedule, billing contact, extensions, and expected length.
Corporate groups: meeting needs, traveler pattern, billing method, decision process, and negotiated-rate history.

Do not promise during intake

Do not guarantee a rate, block, meeting room, bus parking, breakfast exception, comp room, or cancellation term unless the property has approved it.
Do not describe an inquiry as confirmed.
State the follow-up owner and expected response window accurately.
Escalate urgent same-day or distressed-inventory requests to the approved contact.

Lead handoff format

Lead type and estimated value tier
Dates, room pattern, and key requirements
Decision date and urgency
Organizer contact and permission
Questions the hotel still needs to answer
Exact time captured and promised follow-up window

Buyer questions

Questions hotel operators ask

What information is essential for a hotel group lead?

Dates, rooms per night, group purpose, decision timing, key requirements, organizer contact details, and the requested next step.

Should an answering service quote group rates?

Only when the hotel has provided an approved, current rule. Complex groups usually need sales review before a rate or concession is promised.

How quickly should hotel staff follow up?

Set the target by urgency and value. Same-day and near-term groups should route faster than exploratory future inquiries.

Can long-stay calls use the same checklist?

The core fields overlap, but long stays also need expected duration, occupants, vehicle needs, project or assignment, billing contact, and extension likelihood.

Test the operating plan

Put real hotel calls through a controlled 14-day pilot.

Anchor confirms the property factsheet, coverage window, transfer rules, measurement method, and pilot terms before anything is activated.

Review the pilot Call sales: (706) 350-3883