exam 3 Flashcards
(45 cards)
1
Q
proposal letter
A
- before offering a letter of agreement/contract send proposal letter
- after site visit or receiving RFP
- proposal should reflect professional image and no hotel jargon
2
Q
negotiation
A
- two or more parties try to reach an agreement for mutual benefit
3
Q
why is it necessary for the meeting planner to guarantee the guest rooms
A
- helps hotels meet their room to meeting space ratio
- helps planners lower costs like room rentals & F&B minimums
4
Q
termination clause
A
- both parties excused from liability: Force Majeure
- forces beyond control
5
Q
cancellation clause liquidated
A
- set $$ by meeting planner and hotel for set damage # in event of cancellation
- high risk for HOTEL
6
Q
cancellation mitigated damages
A
- hotels wait until after event dates to collect damages (actual damages incurred by property to cancellation)
- difficult to calculate
- high risk for MEETING group
7
Q
multiple meetings contracts
A
- benefits: efficiency in negotiations & planning, guaranteed business
- cons: lack of flexibility to seek most profitable market
8
Q
hotels that consider multiple meetings contracts must be careful and keep what in mind when considering?
A
- a hotel’s negotiator should be reasonably sure that the hotel can make more money hosting several meetings for this group than it would make hosting meetings at the proposed times for several diff groups
9
Q
hotel-managed reservations
A
easiest & most efficient way for hotels to manage & control (receive directly)
10
Q
convention center housing bureaus
A
beneficial if the meeting is spread out over several hotels (online housing system)
11
Q
third party companies
A
- ex. expedia
- beneficial if group is complex
- fees paid to 3rd party, reservations in several hotels
12
Q
rooming lists
A
- prepared by meeting planner
- generally used for small corp. meetings
13
Q
room block
A
the # of rooms needed for each meeting day specified by meeting planner
- cutoff date = 30 days before meeting
14
Q
guestroom attrition
A
- if actual guestrooms used are sig. less than the rooms blocked, hotels may charge attrition fees (clauses in contract)
15
Q
booking outside the block
A
- booking rooms at hotels other than those specified
- booking rooms within the specified hotels but not as part of the convention
16
Q
pickup
A
guest rooms that are used
17
Q
slippage
A
guest rooms that are unused
18
Q
rack rate
A
- official hotel room price
- rarely used for conventions bc they negotiate group rate lower than rack rate
19
Q
split rates
A
- rates based on room types, better for larger groups
20
Q
run-of-the-house rates
A
- flat rates
- common for small groups
- all guest pay same
21
Q
discount rate
A
- spreadrates
- common for large groups
22
Q
guestroom problems
A
- No shows: review group history (overselling could be an option)
- more sig. at high demand resorts
23
Q
overbooking
A
- be prepared to “walk” guests to other hotels
- plan ahead for overbooking
24
Q
typical function space
A
- ballroom
- exhibit halls
- breakout rooms
conference rooms
25
pre-function space
- lobbies
- foyers
- hallways
- outdoor areas
26
lobbies
spaces for both socializing and working
27
when meeting groups fail to fill rooms that have been blocked for them, the hotel loses money bc they are not able to resell rooms. to protect themselves hotels use *** clauses that outline potential damages that may be required in the event that room commitments are not met
attrition clauses
28
auditorium theater
- first row = 6 ft from the head table
- space minimum of 2 inches between chairs
- distance: 36 in. from chair center to chair center
center aisle most common setup
fire codes 6ft for large, 4 or 5 for small
29
schoolroom
- most popular amongst small & large groups
- most comfy for long session
- not preferred for conversation
- crescent often used when planner wishes to follow the meal function w/ presentation
30
U-Shape/Horseshoe
- good for idea exchange and lend themselves well to A/V presentation
- ideal for training meetings
31
hollow square & hollow circular
- make efficient use of space in a room
- easy eye contact
- no sense of preferential seating
- does not work well for sessions requiring audiovisuals
32
profitability of banquets
- profit margin on banquet sales in ab 35-40%
- food costs are lower for banquets due to volume prep
- beverage costs are easily controlled
- labor costs = lower
33
american/plated service
- most common form of banquet service
- an efficient way to control portions, amt. = predetermined
34
french service (aka cart/tableside)
- generally used only for small groups
- needs sufficient space
35
pre-set service
- frequently used for luncheons where fast service is needed
- first course of meal = set prior to guests arrival
36
buffet service
- efficient bc large # of ppl can be served in a short period of time w a small serving staff
- can be more expensive
37
round buffet
- more elaborate display with height, more elegant looks
38
360 degrees buffet
provides convenient and easy access to food
39
butler service
- used for receptions/upscale
40
most food functions are charged on
a per-head/per-person budget
41
most hotels will provide quoted menu pricing
- about 6 months before the event
- require guarantee 48-72 hrs in advance
42
what is overset safety margin
- usually 3-5%, setting extra food so that there is enough incase of extra guests
43
by the person pricing
- flat rate is charged for each person for a specified time
- simple but not always cheapest
44
by the bottle
- can be cost effective for large groups
- charges on all open bottles
45
by the drink
- always includes the mandatory use of bartender service (include labor charge)
- use standard drink sized
- usually small groups
