Park and fly packages are common at airport hotels. A guest stays a night, leaves their car in the lot, takes the shuttle to the airport and picks the car up when they're back. It's simple until the lot fills up, a return date changes, or a guest lands at midnight and nobody can find their record.
What to record for each car
- Licence plate, plus the make, model and colour
- Guest name and a phone number
- Drop-off date and the expected return date
- Return flight, if the guest shares it, so you know roughly when they'll call for a pickup
- Where the keys are, if the hotel holds them
- Parking spot or section, if your lot is marked
Keep park and fly separate from regular parking
A car belonging to an in-house guest should come off the list when they check out. A park and fly car shouldn't, because the guest checked out days ago and the car is still there on purpose. Mixing the two on one sheet is how cars end up reported as abandoned, or how the lot looks emptier than it is.
Check the list every day
A quick daily check catches most problems early. Which cars are due back today? Which ones are past their return date? Does the number on the list match what's actually in the lot? A car that's three days overdue is a phone call, not a mystery.
Close the record on pickup
When the guest drives off, close the record instead of deleting it. If there's ever a question about a scratch, a fee or how long the car was there, you still have the dates.
How Room Warden handles it
Room Warden keeps short-term parking and park and fly as separate lists. Short-term parking clears when the guest checks out and stays put on a stayover. Park and fly records stay open until the return date, then get archived when the car is picked up, so the history is still there if you need it.
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