Ordinary guest booking
Any receptionist can arrange a guest journey without a formal hotel partnership. Contact the office or use an available booking route; no app installation is required.
HOTEL RECEPTION GUIDE
Arrange guest travel from hotel reception A clear handover
Arrange airport, station and local journeys with help from our 24-hour office. Request a quote for the guest’s plans; an ordinary booking does not require a hotel partnership.
THE RECEPTION CHECKLIST
Collect the details for a useful request
With the guest’s authority, record their name and a reachable contact, exact collection address and destination, date and time, passenger count and any assistance needed. Give the number and sizes of suitcases and cabin bags, plus any pushchair, folding wheelchair or unusual item, so the office can help choose a suitable vehicle. Include flight or train details and the terminal or station for those journeys, plus any return, extra stop or vehicle preference.
Send the request through the available booking route. For a configured concierge arrangement, follow its direct, request or confirm-price mode. Once KB confirms the booking, give the guest the reference and accepted pickup details. Share only information needed for the journey, keeping room, identity and access details private. KB Cars is registered with the Information Commissioner’s Office (ICO); our Privacy Notice explains how we handle booking information.
BOOKING AND PAYMENT
Choose the right arrangement
An ordinary guest booking and a concierge partnership are different arrangements. Make the price, scope and payer clear before acceptance.
Concierge arrangement
An onboarded hotel team can book on a guest’s behalf using its configured concierge mode. Contact the office to discuss joining and the arrangements that apply to your hotel.
Quote and payer
The quote sets out the price and scope for the requested journey. The guest normally pays unless another account arrangement is explicitly agreed. Check any agreed extras and payment arrangements with the office.
PLAN THE HANDOVER
Agree an exact meeting point
A hotel name alone may not identify the right pickup. Agree the entrance or waiting point with the guest and office, including an accessible alternative if needed. For an airport or station, specify the terminal or station as well as the destination; do not assume access to a lobby or stopping point.
Keep the accepted confirmation available for the guest. Driver and vehicle details can help them recognise the arranged car; if confirmation is missing or the vehicle does not match, contact the office before boarding. For a meeting difficulty or early checkout, contact the 24-hour office and tell the guest where to wait.
GOOD TO KNOW
Questions reception teams ask
Practical answers for arranging and managing a guest journey.
Can I book for a guest without a hotel partnership?
Yes. Any receptionist can arrange an ordinary guest booking without a formal partnership. Concierge booking, commission and payout arrangements are separate and must be agreed rather than assumed.
When is the journey actually confirmed?
The booking is confirmed when KB sends confirmation by SMS and/or email. An enquiry asks the office to assess the plan, a quote explains its price and scope, and a payment attempt alone is not confirmation.
What if the guest is delayed or wants to change the plan?
The booker or designated authorised contact should ask the 24-hour office to change the arrangement and provide the relevant new time, address, stop, passenger, vehicle or terminal details. Confirm any revised charge and wait for an accepted-change confirmation; acknowledgment of a request is not acceptance. If a time-critical message has not been acknowledged, call the office.
Can the driver meet the guest inside the hotel?
Lobby entry or assistance can be arranged for premium journeys or by request, subject to access; an escort from every room is not automatic. Agree the waiting point with reception and the office and tell the guest where to wait. Describe any assistance needed so the office can arrange suitable help; an optional additional escort is agreed separately.
READY TO ARRANGE TRAVEL?
Contact the 24-hour office
Tell us about the guest’s journey for a quote, or ask about arranging bookings for your hotel.