Reserving the Inn. Special rates

Transcription

1 October 31, 2017 Dear Friends, Reserving rooms at the Inn for conferences, guest speakers, and other College related events just became easier. With direct billing, the Inn will now bill the College directly. You may direct bill a single room, a group stay, a catered event, a meeting space, and even meals at the Broad Table Tavern (direct billing must be requested in advance of your reservation). For direct billing between your department and the Inn, simply let the sales team know your reservation is for a sponsored College event, ask for a direct bill, and provide your College Department and Budget number upon reservation. We will charge your account directly based on the budget number provided, and you will receive a invoice for your records. You may review any charges in myswarthmore. Anyone with the authority to charge to their department s budget is eligible to make a reservation for the College. Reserving the Inn To book a conference or group event, please contact Briana Pickett, Director of Sales, bpickett@theinnatswat.com or Melissa Sage, Catering Coordinator, msage@theinnatswat.com. To book a room, please contact our front desk at You may also make a reservation online by visiting When reserving a room online, be sure to enter your budget code in the comments, and specify which services your guests are authorized to use (room service, taxes, etc.). You must also check the box for Swarthmore Direct Bill before submitting your reservation request. For any special requests, please contact Marcus Slater, Guest Services Manager, mslater@theinnatswat.com. To book a meal at Broad Table Tavern, direct billing must be requested in advance of your reservation. You may not request that a bill be sent to your department after your meal. Special rates The Preferred College Rate is offered when rooms reservations are made for College business purposes. The rate is subject to availability, and can only be used if you are booking less than 5 rooms. Reservations over 5 rooms are subject to group rate pricing. The Preferred College Rate cannot be used during special events periods such as Commencement, Garnet Weekend, alumni weekend, or other blackout periods based on business. Preferred College Rate codes have been distributed to select departments. If you have received your department rate code, it must be entered in the Corporate/Promotion Code field

2 when booking your reservation online. In the comments section, please be sure to add your budget number for the reservation. If you are reserving rooms for sponsored College business but your department has not received an online code, simply contact the Inn to reserve a room and let our sales team know you will need the College s Preferred rate for your guests. You will need to provide your department s budget code for the reservation. For any questions about reserving the Inn for your College event, the front desk may be reached at You may also contact Briana Pickett, Director of Sales, bpickett@theinnatswat.com, Marcus Slater, Guest Services Manager, mslater@theinnatswat.com, or me at acoschi1@swarthmore.edu. We hope you chose the Inn at Swarthmore for your next College event! Sincerely, Anthony Coschignano Executive Director of Auxiliary Services

3 The Inn at Swarthmore FAQ for Direct Billing at the Inn and Broad Table Tavern, Preferred Rate Usage, and Group Events at the Inn at Swarthmore: What is the contact information for the Inn? The Inn at Swarthmore and Broad Table Tavern 12 S Chester Road Swarthmore, PA Phone: Website: theinnatswat.com How do I book a room? You can book online at or by phone at If you have any special requests or other needs please contact, Marcus Slater, Guest Services Manager, mslater@theinnatswat.com. Can I call and reserve a room? Yes, you can call the front desk to reserve a room, please call at for your reservation needs. Who is eligible to book a room for the College? Anyone who has authority to charge to the budget for their department or has been approved by their supervisor. Can I book online? Yes, if you need a room, you may book online and you will need to check the box for Swarthmore Direct Bill. You may visit the website at and follow the steps below: 1. Select the Reservations tab 2. If you are using the special rate code you can enter the rate code for College Preferred Rate under Special Codes, you will need to enter your code in the Corporate/Promotion Code field, or if applicable use the link you have been provided, which automatically has your rate code set (See below for College Preferred Rate) 3. Click the Check Availability tab 4. Then Click Book your stay 5. Enter your guest name 6. You put your information as the Contact 7. Enter in comments your budget code, all items can be charged, Yes or No to meals, limits if any, and so on 8. Check the box for Swarthmore Direct Bill and this eliminate the need to credit card to hold the reservation. 9. Submit 10. Receive Confirmation 11. After the stay you will receive the bill for the stay. If you have any questions about your bill, please contact Marcus Slater at mslater@theinnatswat.com. How do I book a conference or group event? Contact the sales office team Briana Pickett, Director of Sales, bpickett@theinnatswat.com or Melissa Sage, Catering Coordinator, msage@theinnatswat.com.

4 I do a direct bill for a group stay at the Inn? Yes, when booking please let the sales team know you would like a direct bill as this is a sponsored College event and provide them with your College Department and Budget number. Why is group pricing not always the lowest price? There are many factors that go into pricing, time of season, use of the facility, number of guests. Please contact the Sales Office for more information. What is the Preferred College rate? This is a special rate that is offered to Swarthmore College for use only for College business purposes. The rate is subject to availability and only to be used if you have less than 5 rooms to be booked. Anything over 5 rooms becomes a group rate and is subject to group rate pricing. When booking with a special rate code you will need to always enter in the comments your budget number to be charged and what items the guest is able to use, such as charging meals to their room, they are to pay for their room, or they will pay the taxes, and so on Department codes will be given out, if you do not receive a code, please Anthony Coschignano (acoschi1@swarthmore.edu), Executive Director of Auxiliary Services and he will give you a code for your event based on approval. *Special event periods this rate cannot be used, I.E. Commencement, Garnet Weekend, or other special periods. What is eligible for College preferred rate? Stays for items such as Interviews, Guest Speakers, and other Guest that are here for related College business. These must be approved in advance or this rate cannot be used. Can I direct bill the College Preferred Rate? Yes, once approved this rate can be direct billed to your department. You will receive an invoice after the guests has stayed for your records, the bill amount will then be automatically charged to the budget account provided at time of reservation. Can I direct Bill the Catering Events? All Catering Events can be direct billed and should meet the Colleges meal reimbursement policy for hosted meals. However, you may also pay for the meals using your purchasing card issued by the college. Can I direct Bill the Broad Table Tavern? The Broad Table Tavern for meals can be direct billed if done in advance and a Budget number and department is provided and meets the Colleges meal reimbursement policy for hosted meals. However, you may also pay for the meals using your purchasing card issued by the college or by personal card for reimbursement. You will not be able to show up and ask for a direct bill. Can I charge meals for my guests to their room? Yes, you may setup guest charges for their visit; they must be approved prior and must meet the guidelines of the colleges travel policy for hosted meals. Can I make a reservation at the Broad Table Tavern? You can call the main number of the restaurant at or use open table to reserve a table. Who is the General Manager? The General Manager of the Inn and Broad Table Tavern is Rob McDevitt. He can be reached at or by rmcdevitt@theinnatswat.com.

5 FAQ for Booking a room, Reserving a table, or using the Swarthmore Associate Discount for a stay at the Inn: How do I book a room? You can book online at or by phone at If you have any special requests or other needs please contact, Marcus Slater, Guest Services Manager, mslater@theinnatswat.com. You may also reserve a room with us directly at Our front desk agents are available 24/7 to assist, just requests the Swarthmore Associate Rate. Can I call and reserve a room? Yes, you can call the front desk to reserve a room, please call at for your reservation needs. Is there a Friend s of Swarthmore benefit for room at the Inn? Yes, if you let the Inn know you are part of the College you will receive $15 off the best price, based on availability. This cannot be used in conjunction with College Preferred Rate and can only be used on Room Reservations. There is no discount to the Broad Table Tavern. Who is eligible for the discount? All related to the College employees, Students, and Alumni and this rate is applicable to all room types and based on availability. This discount can only be used on Rooms. You may visit our website at and follow the steps below: 1. Select the Reservations tab 2. Enter desired dates then open the Special Codes tab 3. Please the special code SWATASOC in the Corporate/Promotion Code field 4. Click the Check Availability tab You may also reserve a room with us directly at Our front desk agents are available 24/7 to assist, just requests the Swarthmore Associate Rate along with the reason of your visit. Can I make a reservation at the Broad Table Tavern? You can call the main number of the restaurant at or use Open Table to book a table. Is there a discount to Broad Table Tavern? No, there is no discount for the Broad Table Tavern.