In order to request a group booking, the organizer must send an email to firstname.lastname@example.org or form his back office with ticketing system to (Hotel inquiries) at least 40 to 45 days before the desired travel dates, containing:
The organizer’s Onyxum username
The exact number of required rooms
Booking time range (the period the organizer prefers to book the hotel for)
The subject of the email must be “Group booking - the organizer’s full name.”
Upon receiving the request, Onyxum will start the booking process based on the following steps.
Step 1: Onyxum’s group booking operator will send the organizer a list of available hotels in the destination city of their choice. If there are no available hotels in the destination city, the request will be rejected.
Step 2: The organizer will choose and confirm one of the suggested hotels by replying to the same email.
Step 3: After receiving the confirmation, the operator will send a request to the chosen hotel to ensure that the necessary number of rooms are available on the preferred travel dates.
Step 4: After the rooms’ availability is confirmed, the organizer will receive an excel file from Onyxum, where they will fill in the required information on all the participants. Once the file is filled in, they should send it back to the “group booking operator” by replying to the same email.
Step 5: In this step, the list of group booking participants should be final since any change will affect and delay the entire booking process. The operator will start processing the booking request, in the course of which every participant will receive an individual invitation to the group booking by email.
Step 6: Each participant will need to confirm their participation by replying to the invitation letter and provide all the requested documents and information.
Step 7: Once the operator successfully receives confirmation from all the participants, each of them will receive their voucher by email.
Please be informed that the organizer will be responsible and in charge of everything related to the group’s accommodation starting from the check-in date till the check-out date. During the reservation process, A STATEMENT OF RESPONSIBILITY will be sent to the organizer by email for their signature.
In the hotel, we highly recommend that the organizer closely cooperates with the hotel administration to make the check-in and check-out process smoother.
Note: We do not recommend any group bookings during the pandemic or high season.