When airlines need hotels for passengers, how much work is involved?

Melburnian1

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Jun 7, 2013
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Yesterday, QF11, normally the 1735 hours SYD to LAX ended up not operating. It's doing so tonight at a proposed departure time of 2100 mid evening.

Airlines would have contracts (and special discount rates) with hotels, whether near airports or if insufficient to meet anticipated needs, in CBDs or other suburbs.

Let's say 460 booked passengers booked fronted at SYD for that flight. Of these, 350 lived within 50 kilometres of the airport so presumably they'd be given return taxi or other hire car vouchers. Not cheap for the airline, but avoids the need to arrange hotel rooms. If you wanted to travel home by public transport, you'd still be given taxi vouchers given I assume airlines can't cope with handing out Opal/myki/Go etc. mass transit smartcards.

Of the 110 others who lived in rural NSW, interstate or overseas, 60 were travelling alone in our scenario or were businessmen or women who'd want separate rooms, with 50 being couples. So 85 hotel rooms were needed. (For the purpose of the exercise, I haven't accounted for children: this would lower the number of rooms required, although it increases complexity given extra beds may be needed in various rooms).

Would airlines be advised every day by each contracted hotel how many rooms were expected to be available that day? Or does some poor staff member of the airline have to contact hotels by email, text or phone to ask such a question?

Do airlines typically have access to the 'inventory' of each contracted hotel, obviating the need for exploratory emails/phone calls?

And what about bus companies? Do airlines have a list of bus operators that a staff member rings to ask re availability of drivers and road coaches?
 
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Would airlines be advised every day by each contracted hotel how many rooms were expected to be available that day? Or does some poor staff member of the airline have to contact hotels by email, text or phone to ask such a question?

Do airlines typically have access to the 'inventory' of each contracted hotel, obviating the need for exploratory emails/phone calls?

And what about bus companies? Do airlines have a list of bus operators that a staff member rings to ask re availability of drivers and road coaches?
Airlines contract a vendor that handles it so they don't need to contract with multiple hotels they may never use, or in places they don't regularly fly to.

Then it's a phone call that "we need rooms for x people" once a disrupt is known and the vendor will go off and find as many rooms as they can and arrange transport from the airport to get there.

Of course this isn't much help if there simply isn't any hotel availability, but that's how it's supposed to work.
 

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