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 Pegasus ODD Switchover Procedures
GDS Dual Representation Exception Process
It is important to note that for purposes of this document the property is
responsible for the data in the GDS, not the chain or representation company.
The following procedures apply to both Individual Property Switchovers
as well as Partial Chain Switchovers as defined below:
Individual Property Switchovers
Definition:
When a hotel property transfers from one chain code and representation company
to another chain code and representation company. Or, when a hotel property transfer
from one chain code to another chain code under the same representation company.
Partial Chain Switchovers
Definition:
When multiple hotel properties transfer from one chain code and representation
company to another chain code and representation company. Or, when multiple hotel
properties transfer from one chain code to another chain code under the same
representation company.
Guidelines:
1) Request for switchover must be made in writing from an authorized employee of the property:
a) The letter must be addressed to the company/office who will be responsible for updating
the information of the property in question.
b) The letter may be mailed, faxed, or e-mailed using the following guidelines:
- Mail:
If hotel is switching from one representation company to another, letter must
be on hotel letterhead (if hotel is changing its name, letter may indicate
either the old name or the new name). If hotel is switching from one chain to
another within the same representation company, letter may be on either hotel
or representation company letterhead.
- Fax:
If hotel is switching from one representation company to another,
letter must be on hotel letterhead (if hotel is changing its name,
letter may indicate either the old name or the new name). If hotel is
switching from one chain to another within the same representation company,
letter may be on either hotel or representation company letterhead.
- E-Mail:
If hotel is switching from one representation company to another, sender's
e-mail address must reflect name of hotel (if hotel is changing its name,
address may indicate either the old name or the new name). If hotel is switching
from one chain to another within the same representation company, e-mail address
may indicate name of either hotel or representation company. (It is recommended
that all email include return receipt notification.)
c) The letter must be copied or cc'd to the old chain(s)/representation company. A contact name for the old chain/representation company must be indicated.
d) The letter must include the following information:
- Name of the hotel
- Address of the hotel
- Name, phone, email and title of the hotel personnel authorizing the switchover
- Date on which the switchover will take effect
- Name of the old chain/representation company
- Name of the new chain/representation company
- Whether or not property information, including rates, are to be cloned
- A contact name for the old chain/representation company must be indicated
e) If a hotel is presently under different chain codes in different GDS, this must be so
indicated on the letter.
2) The new chain/representation company will mail, fax or e-mail the above letter to the
appropriate contacts at each of the GDS's using the guidelines outlined above. This letter
must include a cover letter to include the following additional information:
 Current property number and chain code in each GDS |
| New chain code under which the hotel will be represented in each GDS |
| Name, phone, email and title of the contact person at the new chain/representation company |
| If the chain maintains the database for an individual hotel property by an internal chain number specifically for Apollo/Galileo, this number must also be provided |
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3) If it is part of the GDS's standard procedure to notify a chain/representation
company that they are 'losing' a property, the GDS will do so. Where possible, the GDS's
should include the name of the person, at the hotel or representation company, by whom the
letter was signed. This can assist in expediting any 'retractions' which may need to take
place. Note: This step is not a requirement and, when done, is done only as courtesy to the
old chain/representation company. Failure to send this notice is not grounds for requesting
a delay in switchover.
4) Switchover time frames:
Standard: A minimum of 10-business days notice is required by all GDS. The switchover will occur on (1) the eleventh business day after the date of receipt of the letter by the GDS, or (2) on the date specified on the letter, whichever is later. (Date of receipt begins when it is actually delivered to a GDS as confirmed by fax confirmation, email automatic notification, etc.)
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| Emergency: A minimum of 3-business days notice is required by all GDS. |
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5) The Switchover can be delayed or retracted only if the hotel sends a letter,
on hotel letterhead, advising of the retraction. This letter should be sent to the automation
department of the chain or representation firm who will continue to represent the property in the GDSs.
Revised:2003
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