Change requests

If the allocation/room block has been offered and accepted via the RoomTrust system, then the group organiser must also request any changes via the system.

Group organisers can release release rooms without the hotel's permission (checking, of course, that they are within attrition parameters) but must send a Change Request for additional rooms, dates of rooms types.

If a group organiser sends a change request you will receive an email with the reminder and the details:

By logging in to the RoomTrust system you will see that the relevant group has a status of Change Request:

Select the View request option from the drop-down next to the red Change request and you can react to the request.

  • If you can offer the rooms requested, simply add them to the total for the nights requested and Submit.
  • If you are unable to offer to offer any rooms you can Decline the offer with an explanation.
  • If you can offer some of the requested rooms or an alternative room type, change the rooms and numbers accordingly. Alternative rooms types can, of course, be offered at a different rate. Then Submit.
Note: Do not change rates of existing room blocks without discussing with the organiser first. If the additional rooms are offered a different rate to existing rooms then differentiate them by offering *Classic Single1*, for example.
You cannot change the cancellation and attrition policy unless the organiser gives you explicit permission in the change request. If there is a need to change terms and conditions you should discuss this with the organiser.

The organiser can Accept, Negotiate, or Decline your change offer. You will be notified of their response. An accepted change offer will be automatically loaded to RoomTrust.