ACCOMMODATION BOOKING PROCESS

Step 1: Identifying potential accommodation requirement

Check the calendar 3 weeks ahead to look through workshop locations. Easiest flag is the location code at the front of the workshop title, as seen here for Sydney - SYD | R | … identifies the school is considered “Rural” and means the facilitators will have to travel more than usual to the school. This usually requires accommodation, but not always.

Another example of when this may be needed is another city code, such as NTL (Newcastle) which is far enough for accommodation to be booked in most cases.

Accommodation is usually not required if the code is simply one of the following:

  • BNE = Brisbane

  • SYD = Sydney

  • MEL = Melbourne

  • WEB = Online workshop

Step 2: Identify where the potential accommodation is required

Click the calendar event and check the address of the school. Add this into Google Maps along with the home suburb of the facilitator that will be travelling to find the travel time. Rules for when accommodation is required:

  • Location of school / area is > 2 hours = Accommodation offered

  • Location of school / area is > 1.5 hours and consecutive days are in this location / area

Step 3: Identify when, where and who accommodation is required for

Check the calendar event again to check the date accommodation is required, who the accommodation is for and where (area) the accommodation is required.

General rules for accommodation:

  • 2 male facilitators = 1 twin room

  • 1 male facilitator / 1 female facilitator = 1 room per person

  • 2 female facilitators = 1 twin room

These rules are not always black and white as other factors can at times come into play. Check with HOT if unsure. 

Step 4: Identify suitable accommodation

Search Google for accommodation in the area. Find something that is suitable to the needs:

  • Location (distance to school in Google Maps)

  • Amount of rooms required

  • Price ($150 per night or less is preferred when possible)

Step 5: Add correct dates, number of people accommodating and select hotel required

Head to the website of the suitable accommodation and fill in the following:

  • Correct dates of check in and check out

  • Number of people needing accommodation

  • Selecting the correct hotel on the website (if franchise)

  • Selecting a suitable room

Step 6: Adding details

Fill in details accordingly:

  • Facilitators name

  • Your own email address and phone number (to get documentation for booking)

  • Arrival time (usually in the afternoon)

  • UPP Card details for payment

Upon confirmation identify whether payment will be taken now, or paid later (usually card will be charged 24-48 hours prior to arrival).

Step 7: Ensure details are correct and save documentation

Check booking summary and select “print” then “Save as pdf.” to save documentation

Check when the card will be charged. This will be found in the T&C’s of the booking confirmation document.

Step 8: Share the details

Select the date of check-in in the UPP calendar

Details to be added:

Dates:

  • Check in date to check out date

Accommodation address

Documentation of booking confirmation

Basic details for the facilitators travelling:

  • Accommodation name

  • Accommodation address

  • Accommodation contact number

Invite to the calendar event:

  • Admin team (both admin assistant and service assistant)

  • HOT

  • Facilitators that are travelling