DestinationWeddings.com Training Group Agreements: Adding on Airfare with Travel Impressions Please note the following instructions are only for groups confirmed with Travel Impressions. Process for Booking Individual Air for Guests on the Group: o To book air individually for any of the guests, you can call the Travel Impressions Reservations Department (NOT the Groups Department) or go online to Quest to book just the published airfare. o Please note that the client must first accept a quote for the airfare rates through the DestinationWeddings.com website and submit a credit card authorization form before proceeding to make the reservations with Travel Impressions. o Once the quote is accepted and the cc authorization form is submitted, you can move forward to make the reservations with Travel Impressions. If you are calling to make the reservations, they should give you a booking number for the flights. Email the booking number to the DWT Revisions Desk or your Operations agent at Travel Impressions, so that the air only reservation is cross-referenced into the group booking. Example of email to DWT Revisions: If you are booking the flights on Quest, you have to include a hotel to be able to book the air online as it won't let you make a booking for air only. Once you make the booking, pay for the airfare amount ONLY. Email the booking number to the DWT Revisions Desk or your Operations agent at Travel Impressions and ask them to drop the hotel and transfers from the reservation so that the air only is cross-referenced into the group booking. Example of email to DWT Revisions:
Documenting Air Information in Our Website: o In our system, go to the wedding website to note the air reservation numbers on the rooming list. Go to the Groups tab in the wedding and then click on the link labeled Rooming List. o Enter in the individual booking # into the remarks section for the particular guests who have booked. If the booking was made in Quest, you can also note that. Make sure to click the Save button after making any changes. o To invoice any individual air, you need to create a separate invoice in the wedding. Do NOT include the group land and individual air on the same booking. To make the air only booking, go to the Bookings tab in the wedding and then click the link Enter a New Booking. o Fill in the booking like normal (add in passenger names and address). The date on the invoice should be the current date, not the date on the Master Group Invoice. o When you get to the Booking Details section, choose Non-Group Reservation from the Room Request drop-down box as this is an air only booking. You do not need to enter anything in the Upgrade Category box (it should say ***Not Required***).
o Choose the correct wholesaler as Travel Impressions. o Continue to fill in the booking like normal. When you get to the Hotel/Resort information, choose Other from the Destinations drop-down box. It is at the very bottom of the list under all of the United States locations. o Then choose AIR ONLY for the hotel from the second drop-down box.
o Continue to fill in the invoice with the payment details for the air amount only. The Confirmation code should be the confirmation number of the individual air reservation. This is important because if you did invoice the land and air together (which you should not do), you will have to fix it and separate the land and air into two separate bookings. o Click the Submit Booking button once finished and send the invoice to the client like normal. Once the invoice is sent to the client, their names will appear on the Booked Guest list. Since there are two booking for the clients now, they will show up twice on the list. o You can hide the Air Only bookings if you wish to do so. Click the link labeled Switch to Agent View. o Click the blue Hide buttons next to each guest s name for the AIR ONLY reservations. o Click the link labeled Switch to Client View. The next time the clients log in, they will only see the guest names appear once with the hotel they are booked at, as the Air Only reservations have been hidden.