Room Division Key Terms

© ™ Fazlea Allahie | Student | IBAIS University | email: fazleaallahie@gmail.com
PAGE 1Room Division 2017 – Short Note
Key Terms -
1. Back of the House: The Functional areas of a Hotel in Which Staff have little or no
Direct Guest Contact. e.g. The Engineering, Accounting & Human Resource
Departments.
2. Front of the House: The Functional areas of a Hotel in Which Staff have Extensive
Guest Contact. such as – Front Office, Food & Beverage
3. Job Description: A detailed list identifying all the Key duties of a Job as well as
Reporting Relationships, additional responsibilities, Working Conditions & any Necessary
Equipment.
4. Job Specification: A list of the Personal Qualities, Skills & Traits Necessary to
Successfully Perform the Tasks outlined in a Job description.
5. Organization Chart: A Schematic Representation of the Relationships among
Positions within an Organization, Showing where each Position Fits into the Overall
Organization & illustrating the divisions of Responsibility & Lines of Authority.
6. Private Branch Exchange (PBX): A Hotel’s Telephone Switchboard Equipment.
7. Revenue Center: A Hotel Division or Department that sells Products or Services to
guests & thereby directly Generates Revenue for the Hotel - The Front Office, Food &
Beverage Outlets, and Room Service & Retail Stores are Typical Revenue Center.
8. Revenue Management: The Practice of Maximizing Revenue by balancing the room
rates guests pay with Hotel Occupancy. The Challenge is Securing the Highest possible
room rate for each Potential guest.
9. Support Center: A Hotel division or department that does not Generate Revenue
directly but Supports the hotels Revenue Centers Includes the Housekeeping, IT,
Accounting, Engineering & Maintenance, Human Resources divisions.
10. Strategy: A Plan of Action a department or division uses to achieve its goals.
11. Walk-in: A Person Who Arrives at a Hotel without a Reservation & Request a Rom.
12. House limit: A guest credit limit established by the hotel.
13. Call Accounting System (CAS): A device linked to the Hotel Telephone System that
Accurately accounts for guest telephone calls by identifying each phone number dialed
from guestroom Telephones & Tracking Charges.

14. Guest Cycle: A division of the Flow of Business through a Hotel that identifies the
Contacts & Financial Exchanges between guests & Hotel Employees.
15. Guest Folio: A Paper or Electronic form Front desk Staff uses to Chart Transactions on
an Account Assigned to an Individual Person.
16. Property Management System (PMS): A Computer Software Package that Supports a
Variety of Applications related to Front Office & back office activities.
17. Voucher: A document detailing a Transaction to be posted to an Electronic Folio used
to Communicate information from an unconnected point of Sale to the Front office
System.
18. Advance Deposit Guaranteed Reservation: A Type of reservation guarantee that
Requires the guest to pay a Specified amount of money to the Hotel I Advance of Arrival.
19. Affiliate Reservation Network: A hotel Chain’s Reservation System in which all
Participating Properties are Contractually Related.
20. Block: An agreed upon number of rooms set aside for numbers of a Group Planning to
stay at a Hotel.
21. Book: To sell or Reserve rooms ahead of time.
22. Cancellation hour: The hour Which a Property may release for Sale all Unclaimed
Non-Guaranteed Reservations according to Property Policy.
23. Cancellation Number: A Number Issued to a Guest who has Properly Canceled a
Reservation & Providing that a Cancellation Request was Received.
24. Central Reservation System: A Network for Communicating Reservation in Which
each Participating Property is Represented in an Automated Database & Require to
Provide room Availability data to the Central Reservations Center on timely basis.
25. Confirmation Number: A code that Provides a Unique reference to a Reservation
Record & assures the guest that the Reservation record exists.
26. Corporate Guaranteed Reservation: A Type of reservation guarantee in which a
Corporation signs a Contractual Agreement with the Hotel to accept Financial
responsibility for any no-show business Travelers it Sponsor.
27. Cut-Off-date: The date agreed upon between a group & a hotel after which all
Unreserved rooms in the group’s block will be given back to the general room’s inventory
for sale.
28. Free Independent Traveler: A Traveler who is not Part of a Group.

29. Global distribution System (GDS): A distribution channel for reservations that provides
Worldwide distribution of Hotel reservation information & allows the selling of Hotel reservations
around the World & Usually accomplished by Connecting the Hotel company Reservation system
with an Airline reservation system.
30. Internet Distribution System (IDS): A direct marketing distribution channel that Provides
property Exposure & reservations Management for Independent Hotels, chain hotels & 3rd
Party
Intermediaries Representing Hotel Companies.
31. Guaranteed Reservation: A reservation that assures the guest that a room will be held until a
specific time of the day following the guest schedules arrival date. This may be checkout time or
any time the Hotel Chooses.
32. Non-Affiliate Reservation Network: A Central Reservation Systems that Connects independent
(non-chain) Lodging Properties.
33. No-Show: A guest who made a room Reservation but did not register or cancel.
34. Non-group displacement: The Turning away of Transient guests for lack of Rooms due to the
Acceptance of group business.
35. Non-Guaranteed Reservation: A Reservation agreement in which the Hotel holds a room for
the guest until a Started Reservation cancellation hour on the day of arrival & the Property is not
guaranteed Payment in case of a No-show.
36. Overbooking: Accepting more Reservations than there are Available room.
37. Overflow Facility: A Property Selected to receive central System Reservation Requests after
Room Availabilities in the Systems Participating Properties within a Geographic Region have
been Exhausted.
38. Payment card Guaranteed Reservation: A Type of Guarantee Supported by Credit card
Companies These Companies Guarantee Participating Properties Payment within for Reserved
rooms that Remain Unoccupied.
39. Prepayment Guaranteed Reservation: A Type of Reservation guarantee that Requires a
Payment in full before the day of Arrival.
40. Revenue Manager: The manager Responsible for forecasting demand for each market
Segment the Hotel seeks to Attract – Corporate Transient group, Leisure Transient & others.
Also typically manages e-Commerce functions.
41. Reservation Record: A Collection of data that identifies a guest & his or her Anticipated
Occupancy needs before arrival at the Property.
42. Reservation Systems: Software Specifically designed to handle the creation, Modification,
Conformation & cancellation of Reservation record.
43. Seamless Connectivity: The Ability of Travel agencies to book Reservations directly into Hotel
reservation systems as well as Verify room Availability & records.
44. Wash down: Blocking fewer rooms than the number Requested by a group based on the
Group’s history. ( Chapter – 05 Photocopy )****

Room Division Key Terms

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Room Division Key Terms