Knowledgebase
GDS and XML: GDS Switch Rules and Time Frames
Posted by Jeff Tweddale on 02 Dec 2009 09:49 AM

HEDNA is the organization that regulates the major GDS systems. To switch from one provider to a new one (such as BookingCenter) the process is defined so as to impact a minimum 'down time' for a property in the GDS' (usually no more than an hour or two) and to make sure a property is not leaving any bills behind to switch to a new provider. The Guidelines, as published by HEDNA are:

1) Request for switchover must be made in writing from an authorized employee of the property:

a) The letter must be addressed to the company/office who will be responsible for updating the information of the property in question.

b) The letter may be mailed, faxed, or e-mailed using the following guidelines:


Mail:
If hotel is switching from one representation company to another, letter
must be on hotel letterhead (if hotel is changing its name, letter may
indicate either the old name or the new name). If hotel is switching
from one chain to another within the same representation company, letter
may be on either hotel or representation company letterhead.


Fax:
If hotel is switching from one representation company to another, letter
must be on hotel letterhead (if hotel is changing its name, letter may
indicate either the old name or the new name). If hotel is switching
from one chain to another within the same representation company, letter
may be on either hotel or representation company letterhead.


E-Mail:
If hotel is switching from one representation company to another,
sender's e-mail address must reflect name of hotel (if hotel is changing
its name, address may indicate either the old name or the new name). If
hotel is switching from one chain to another within the same
representation company, e-mail address may indicate name of either hotel
or representation company. (It is recommended that all email include
return receipt notification.)


c) The letter must be copied or cc'd to the old chain(s)/representation
company. A contact name for the old chain/representation company must be
indicated.

d) The letter must include the following information:
Name of the hotel
Address of the hotel
Name, phone, email and title of the hotel personnel authorizing the
switchover
Date on which the switchover will take effect
Name of the old chain/representation company
Name of the new chain/representation company
Whether or not property information, including rates, are to be cloned
A contact name for the old chain/representation company must be
indicated

e) If a hotel is presently under different chain codes in different GDS,
this must be so indicated on the letter.


2) The new chain/representation company will mail, fax or e-mail the
above letter to the appropriate contacts at each of the GDS's using the
guidelines outlined above. This letter must include a cover letter to
include the following additional information: Current property number
and chain code in each GDS
New chain code under which the hotel will be represented in each GDS
Name, phone, email and title of the contact person at the new
chain/representation company
If the chain maintains the database for an individual hotel property by
an internal chain number specifically for Apollo/Galileo, this number
must also be provided


3) If it is part of the GDS's standard procedure to notify a
chain/representation company that they are 'losing' a property, the GDS
will do so. Where possible, the GDS's should include the name of the
person, at the hotel or representation company, by whom the letter was
signed. This can assist in expediting any 'retractions' which may need
to take place. Note: This step is not a requirement and, when done, is
done only as courtesy to the old chain/representation company. Failure
to send this notice is not grounds for requesting a delay in switchover.


4) Switchover time frames: Standard: A minimum of 10-business days
notice is required by all GDS. The switchover will occur on (1) the
eleventh business day after the date of receipt of the letter by the
GDS, or (2) on the date specified on the letter, whichever is later.
(Date of receipt begins when it is actually delivered to a GDS as
confirmed by fax confirmation, email automatic notification, etc.)

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