Sales Administration Guide 8127 Sales Files A The

Sales Administration Guide, 8127 Sales Files A. The Purpose of This Policy The purposes of this policy are to identify which records the sales department retains electronically, which it retains on paper, the categories of paper files and our standards of record organization. Continue ► SALES & MARKETING GUIDES © Marin Management, Inc.

Sales Administration Guide, 8127 Sales Files B. Paper or Computer Files The sales team maintains files on all existing and prospective clients for meetings/catering, group rooms and volume-account rooms. We retain only a portion of these files on paper, however. All files are originally computer files, except the following: v Signed documents, such as contracts and incoming correspondence from clients v Newspaper and magazine clippings v Group History forms v Group Critique forms Continue ► SALES & MARKETING GUIDES © Marin Management, Inc.

Sales Administration Guide, 8127 Sales Files B. Paper or Computer Files (cont. ) v Credit Application forms v Lost Business Reports All of the above, however, should be transferred to computer files in the PDF format and stored electronically on MMI File. Spot®. Continue ► SALES & MARKETING GUIDES © Marin Management, Inc.

Sales Administration Guide, 8127 Sales Files C. Required Sales Files The sales coordinator (or other Hotel team member identified by the general manager) maintains paper and electronic files including those in the following categories: v Client and prospect files for rooms; v Client and prospect files for meetings and banquets; v Advertising, including advertising plans, the history of buys, advertising contracts and advertising copy; v Advertising and collateral camera-ready art, photography, transparencies and slides; v Printed (sales collateral) materials; Continue ► SALES & MARKETING GUIDES © Marin Management, Inc.

Sales Administration Guide, 8127 Sales Files C. Required Sales Files (cont. ) v Source (vendor) files with information on potential vendors of services used by the sales department, such as training programs, florists, audio-visual companies, etc. ; v Online travel agency agreements; v Member associations, chambers of commerce, etc. ; v Press-release file; and v Convention & Visitors Bureau bookings and leads; Continue ► SALES & MARKETING GUIDES © Marin Management, Inc.

Sales Administration Guide, 8127 Sales Files D. Standards for Written Sales Files and Records Following are the filing and record-maintenance standards of the sales department for written (paper) files: v All sales records, including files, are neatly organized and understandable by every member of the staff. v Catering and "sales" (rooms) files are kept separately, even for the same client. v Catering/meeting files must contain all of the following: § A copy of the completed banquet/meeting check after the event, and § The working copy of the Catering Contract with notations of final revisions and meal guarantees. Continue ► SALES & MARKETING GUIDES © Marin Management, Inc.

Sales Administration Guide, 8127 Sales Files D. Standards for Written Sales Files and Records (cont. . ) v Sales files are maintained in legal size file folders with tabs color coded by salesperson and market segment. v “Out” cards are used to record the location of all files removed from their file drawer. v Files for prior clients that have no potential of future business may be discarded after three years of inactivity. Continue ► SALES & MARKETING GUIDES © Marin Management, Inc.

Sales Administration Guide, 8127 Sales Files E. Client and Prospect Files Generally, we use paper client and prospect files for very little, because most information is better retained electronically. Some information, however, is better kept on paper. We retain the following documents in clients' paper files until converted to PDF files and stored on MMI File. Spot®: v Signed contracts, including group, volume accounts, meeting and banquet contracts (Event Orders); v Signed contracts with subcontractors related to that account, such as audio-visual companies, entertainers and caterers; v Incoming correspondence from clients, prospects and related vendors; Continue ► SALES & MARKETING GUIDES © Marin Management, Inc.

Sales Administration Guide, 8127 Sales Files E. Client and Prospect Files (cont. ) v Newspaper and magazine clippings about accounts and prospects; v Completed Group History forms; v Completed Customer Profile and Decision-maker Profile sheets; and v Completed Credit Applications. Current call reports and outgoing correspondence are kept electronically, so do not keep paper copies in the account and prospect files. Continue ► SALES & MARKETING GUIDES © Marin Management, Inc.

Sales Administration Guide, 8127 Sales Files F. File and Record Ownership All information contained in sales and catering files, whether written or on computer, is the property of the Company. Neither the files nor copies of their contents may be taken from the Hotel property or shown to any non employee of the Company without the advance written permission of the Hotel's regional manager. Continue ► SALES & MARKETING GUIDES © Marin Management, Inc.

Sales Administration Guide, 8127 Sales Files G. Security of Sales Files The information in Hotel sales files is confidential and cannot be accessible to anyone not authorized to have access to the information they contain. When the sales offices are unattended, keep sales files in locked cabinets. Only the following persons are allowed unrestricted access to the sales files: Management company staff General manager All sales department staff Reservations supervisor, where applicable Assistant general manager, where applicable End SALES & MARKETING GUIDES © Marin Management, Inc.

Sales Administration Guide, 8127 Sales Files SALES & MARKETING GUIDES © Marin Management, Inc.