Heather – freetobook

Operating in the current COVID19 world

Book with confidence Covid19 prepared — this image is free for you to use

Operating in a world with COVID19 is a test for all the accommodation industry and it means having to adapt as things change and new information becomes available. It is initially unsettling for everyone, including guests, but there are basic steps that properties can take that will be the same for the foreseeable future.

Safety

The key word of these times is SAFETY. Your customers will expect it and your business needs to show it takes safety seriously. If you have not done so already, conduct a Risk Assessment of your busines using the guidance issued by your government and make sure your customers know what you are doing at your property. This is the starting point for every business anywhere. There are lots of examples and templates out there (see below) also some images that you can make use of.

Communication

Covid19 ready image — click to use this image and others

We all know that communication is the key to reassuring customers and securing bookings (see earlier blog with essential tips here) and that has proved to be the case in those countries that have opened up already.

Chabanettes Hotel & Spa in France shared this feedback with our Facebook group recently

‘I put a Covid 19 statement on my website almost 2 months ago. It remains my most popular sub-page. And it works. It’s a statement, like all the other big chains, which shows that we acknowledge risks, and have put reasonable steps in to place to reduce these risks. Not eliminate, we can never say that. But it portrays a seriousness that is clearly sufficient for our clientele to convince them to book. Our new booking volumes are now on a par with previous years’

There are lots of great examples of webpages that are both clear and reassuring to guests so do have a look around and then ensure yours is relevant to your guests.

Flexibility

Being able to offer flexibility will help you appeal to some of the more nervous customers. Many of you have already displayed huge levels of flexibility in helping guests move bookings. Looking forward there’s the opportunity to introduce more relaxed cancellation policies, changing traditional minimum stays and nimble pricing. Some have also gone as far as reducing the number of rooms on offer/guests on site to phase in the return to business and offering new customised breakfast arrangements. Consider what is appropriate for your business and guests and what’s needed to attract bookings.

Domestic Travel

Book with confidence Covid19 ready — click to access free Covid19 images

With strict quarantine rules in place for overseas visitors in many countries, businesses who have previously relied on inbound customers will need to modify their marketing to focus on the domestic market….a market that may well be only an hour away from your property. These are potential guests that are concerned about travelling long distances from home but are keen to enjoy some hospitality again!

It is at least comforting to know that literally the whole world is in the same situation, and there’s an understanding that we will all need to adapt as things evolve. It is impossible to say for how long things will continue like this and although we hope they continue to improve we must also be prepared for things to tighten up with little notice.

At freetobook we can see the activity levels increasing both in general system readiness and booking levels. We’ll continue to support and advise where we can as we all navigate our way through this. Stay Safe.

A collection of useful Links which may help (there are many more so please share on our facebook group if you are a freetobook customer)

Freetobook Facebook Users Group
UK Hospitality Guidance for Hospitality in Scotland
Bed and Breakfast Association
PASC (Professional Association of Self-Caterers) Guidelines
UK Government Advice
HSE Risk Assessment
Centre for Disease Control USA
Vacation Rental Management Association Cleaning Advice

As accommodation businesses start to enter the next phase of managing COVID-19, guests are looking for reassurance that the accommodation they are booking is as SAFE as possible, and the people operating it will be taking measures to protect them. It is important that properties start to put measures in place now to deal with the new way their businesses will be operating. Then, most importantly, communicating that to their guests… do not assume that they know what you are doing… you need to tell them.

Covid Ready — We are covid ready (free image click to save)

Here are the three things we think are worth considering now. Many properties have already done this so there’s lots of great examples out there.

1. CONDUCTING A COVID RISK ASSESMENT OF YOUR PROPERTY

Take advantage of the time you have now to conduct a thorough risk assessment of your business. A risk assessment will allow you to identify the COVID-19 related risks to you, your staff, and your customers. Once you have identified those risks, you can then set protocols to mitigate that risk.

We have seen guidance issued in various countries (some more prescriptive than others) and it looks like similar measures are being recommended across the board. Here in the UK some local government authorities are starting to issue their guidance e.g. Cornwall. Visit your government website or contact your local government authority to see what guidance they are issuing

Guidance that has been issued tends not to be a prescriptive list as it would be impossible to cover all accommodation types, so common sense and knowledge of your own situation would seem to be the best route right now.

Only by conducting a thorough risk assessment of your property will you then be able to clearly communicate this to your staff and your guests. Examples of things to consider are;

What risk do you and your staff pose to the business in bringing COVID-19 into the premises?
What risk do your customers pose to the business in bringing COVID-19 into the premises?
What measures will you take if an infected person has been on your premises?
What additional cleaning measures will be taken in rooms and communal areas over and above the norm?
What cleaning materials will you need to source? (Do you need to update your assessments e.g. COSHH for the UK?)
Where you will position hand sanitisers and the like?
How you will manage check ins and breakfasts?
What you will require customers to do when on site and how will you communicate this?
How will you protect yourselves?
What can you remove from the property that would be an unnecessary source of contamination? i.e. books and board games.
Identify frequently touched areas.

This is not an exhaustive list and you can find guidance all over the internet that may be more relevant to your specific situation.

Covid19 safe — Book with us we are Covid prepared (free image click to save)

Our own facebook group has plenty of things that people are doing in their own business so make sure you are part of that. Freetobook customers ONLY facebook group

The most important thing is that you DO conduct a thorough risk assessment and are prepared before reopening.

N.B There has been talk of various COVID-19 Safety accreditation or certificate schemes – regardless of who may be issuing these, it is clear that a written assessment will form the basis of obtaining these.

For those in the UK, this Government HSE website Risk Assessment is the place to start

2. COVID-19 INFORMATION ON YOUR WEBSITE

All properties should be looking at their website and finding effective ways to communicate to their guests, now, how they will be operating after they reopen. This could be with a pop-up box on entering the site, a page dedicated to COVID-19 related issues and FAQs or a video. Examples of things that you should consider highlighting are;

Cleaning Protocols that you have brought in to ensure the property is safe.
Use of hand sanitiser/masks (Personal Protective Equipment etc.).
Social distancing measures they can expect from you and you will require from them.
Changes to breakfast or eating arrangements where those apply.
Changes to the use of communal areas/equipment.
Contactless/virtual payments where those apply.
Check in times and how these will be handled.

All businesses are different so your list will be specific to your property, but the main point here is that the customer is informed and reassured before they even make their booking. People are booking now for the future, so those businesses who have made this information available on their website are more likely to get a booking. This could also be the difference between them booking your property or someone else’s which appears safer.

There are some super videos that properties are posting on their websites and social media and if you can, we would recommend this wholeheartedly.

Blue Sky retreat (their facebook page) New Mexico

Laggan Glamping (YouTube)

Pebble Beach (facebook page) Llandudno

Covid19 prepared — Covid19 ready for bookings (free image click to save)

3. PRE-ARRIVAL COMMUNICATION

Bookings could have come from anywhere at any time, so it is important that you communicate to all guests how you will be working before they arrive. This is best done with a pre-arrival email outlining what the guest can expect when arriving at your property… and what you will require from them. It may be that you need them to check in at a specific time to avoid everyone arriving at once or that you will not be able to personally greet them at the door. Whatever it is good communication is key.

If you are using Messaging in freetobook you set this up via the automated ‘before arrival’ message to be sent ‘X’ days before arrival, containing all this information… you can also include a request for their arrival time.

If you are not using Messaging, you can use the Email tab in the booking to send an email to the guest (you can build a template for this in the main Email tab).

Consider also adding information about local restrictions where they apply.

The key thing to remember here is BE PREPARED. Whilst dates may change and lockdowns may be lifted in different places/countries at different times, these are measures you will need to have in place at some point. So, use the time you have now, to get everything organised so you are good to go as soon as your bookings are.

All of the above is non-expert opinion we hope you find it helpful BUT you are wholly responsible for your own safety and that of your guests. We are NOT experts, if you follow any actions above you do so entirely at your own risk. Stay safe.

Author: Heather

Getting back open

Manage Covid-19