Domestic and International Tour Planning, Packaging and Pricing
Tour Operators and the Tour Packages
The Tour Operator
In the Philippines, Tour Operators are TMC/travel agents who expand their product range by setting up a tour operation department. This department is tasked to assemble the various travel components into a tour package, and sell the resulting package as one product. It develops and assembles well-made tour packages that are offered to the travelers through other TMC/travel agencies.
Functions of a Tour Operator
A tour operator’s main functions are:
1. Conceptualizes plans and develops tour packages. Tour Operators (TO) conceptualize, plan and develop tour packages that meet the needs of a specific client or address the perceived needs of a target market.
2. Negotiates with suppliers of travel agencies. An essential ingredient of tour packaging is having access to negotiated rates from travel suppliers that are more competitive than retail prices.
3. Assembles and integrates the various travel components into a single tour package. As an assembler of travel services, a tour operator acts as an integrator. It contracts the transportation services, such as airlines, bus/car operators’, and shipping lines; the hotels for lodging and meals; restaurants and night clubs for entertainment; and tour guides.
4. Deliver the tour package. The TO deliver the travel services components of the tour package by operating a worry-free and secured programs and/or itineraries that are based on the specific requirement of the clients or the inclusions detailed in the marketing and sales tools used to promote the package to the target market.
Sales and Revenues of a Tour Operator
A Tour Operator’s sources of sales and revenues are the following:
1. Variable markup based on the contracted rate from the suppliers that are negotiated based on the TOs production track record, the market potential or influence.
2. By seeking and negotiating for favorable terms, conditions and concessions.
3. Through the sale of optional tours, excursions and extensions. During the operation of the tour package additional revenues may be generated by the sale of optional tours or services, meaning the sale of service not included in the price of the original tour package purchased.
4. For tour group movements, souvenir shops grant the tour operator shopping commission on sales generated.
Characteristics of a Tour Operator
1. Wholesaler. Their clientele are primarily the retail MTC/travel agencies, thus they dealings with the end-user is indirect.
2. Acts as an intermediary to as an integrator of the travel suppliers.
3. Derives income from variable but limited profit margins and capitalizes on favorable terms, conditions and concessions.
4. Generate additional revenues by selling optional tours, excursions and extensions.
Classification of Tour Operators
The four (4) classifications of tour operators are: Local, Domestic, Inbound and Outbound.
The Local Tour Operator (LTO) services Filipino and/or foreign traffic to national destination by way of regular sightseeing tours or tour packages, taking into consideration the popularity of the destination, site or sight in the locality.
The Domestic Tour Operator (DTO) services Filipino traffic to any destination in the Philippines, on an ad-hoc basis, as and when contracted, by providing itineraries and programs tailor-made to the needs of the client.
An Inbound Tour Operator (ITO) services foreign traffic to any Philippine destination, on an ad-hoc and regular packages basis. The ITO takes into consideration the specific requirements of the contracting party abroad.
The Outbound Tour Operator (OTO) designs and assembles tour packages for residents of the Philippines, either foreign destination, such as Hong Kong and the U.S.A.
Classification of Tour Package.
Tour packages are divided into two: regular or ad-hoc.
Regular Tour Packages are put together based on the perceived need or interest of a target market. These are prepackaged and feature well-known attractions or activities that have a high demand.
Ad Hoc Tour Packages are tour packages that are tailor-made to the requirements and specifications of a particular traveler or a group of travelers.
Regular tour packages are normally sold over the counter with no need of pre-booking or advanced reservations on the part of the traveler.
Ad Hoc Tour Packages that are packaged to specifications require pre-notice by the traveler through the travel agent, and advance reservations by the travel agent with the tour operator.
Tour Packages
The product of the tour operator is the tour package, a combination of two or more travel components.
The basic travel components of a tour package are:
Transportation: (by air, sea, or land) to and from a point of origin to a destination or destinations and back to the point of origin.
Transfers: transportation to and from a destination’s gateway (airport, pier, or bus station) to the place of lodging and vice versa.
Sightseeing Tours: are a combination of transportation within the destination to sights and sites of interest, tour guide’s services, entrance fees, entertainment or activities and sometimes, snacks and meals.
Accommodations: lodging and meals in the lodging establishment.
Tour Escort: refers to the services of an individual who travels with the clients from the point of origin and back, and acts as a manager of the tour group. This person is also known as the Tour Leader.
A combination of two or more of these components is a tour package.
Depending on the number of components tour packages have different labels:
If only tours and transfers are included, it is called ground arrangement package.
If tours, transfers and hotel accommodations with some meals are included, this is called land arrangements package.
If tours, transfers, hotel accommodations and some meals, plus transportation to and from the destination(s) are included, this is called an inclusive tour package.
If all components are included, including tour escort, this is called inclusive escorted tour package.
Tour Package Variables
Regardless of the type of package, regular or ad hoc, these may vary according to any of the following:
1. Duration- duration is the number of days and nights included in the package. Normally three days would mean two nights.
2. Destination- a package may be for a single destination, or for multiple destinations, i.e. two or more.
3. Category of Accommodations- the category of accommodation establishment may vary, from a De Luxe, to First Class, to Standard, to Economy, to Budget. Pension Houses and Inns are normally not categorized. Resorts are categorized as “AAA” for the most luxurious, to “AA” for first class to “A” for standard.
4. Meal Plan- refers to the number of meals per day included in the package, whether served in the place of lodging or outside in the restaurant. If all meals are included, this is full-board basis, Full Pension or American Plan. If only breakfast and lunch or dinner is included this is a Half-Board Basis, Demi-Pension or Modified American Plan. If only Full Breakfast is included, this is a Bed-and-Breakfast Basis. If the breakfast is continental Breakfast this is a Continental Plan. If no meals are included in the package, this is a European Plan Tour Package.
5. Mode and Class of Transportation- mode of transportation refers to air, sea or land travel and type of equipment. Class refers to the grade of service, facility and amenities offered the passengers. In air travel, the class divisions are First, Business and Economy. In sea travel, they are Suite, Stateroom, Cabin, Business Class, Tourist and Economy.
Travel Terms
A la Carte Menu (HRM) A list of food items with corresponding prices from which a free choice is made and paid for per ordered item.
Ad Hoc Tour Package (Tours) A tour put together according to the specifications of a client.
Accommodations (HRM) Rooms available for occupancy by guests.
Adjoining Rooms (HRM) Two or more contiguous rooms.
Airline Code (Transport) The two alphanumeric abbreviation of air carriers used by travel agents and tour operators all over the world.
Amendment (HRM/Tours) The change of detail(s) on a confirmed reservation.
American Breakfast (HRM) A morning meal consisting of fresh fruits or juice, cereals, coffee or tea, eggs with bacon ham or sausages, toast and marmalade.
American Plan (HRM) A meal plan basis which includes three (3) meals a day; also known as “full-board” or “full-pension”.
Back-to-Back (Transport) The two-way (round trip) use of seats in transportation equipment. Also, continuous operation of a tour package, with a minimal time between the departure of one group and the arrival of the next one.
Back of the House (HRM) Area of a lodging establishment with which guests do not normally come into direct contact.
Blocked-off (Generic) A specific number of rooms or seats set aside at a specific rate, for a specific date(s).
Blocked Space (Generic) A reservation made by a wholesaler with a supplier, subject to forfeiture of deposit paid if not resold.
Booking Order (Travel/Tours) A document prepared by the reservations staff of travel agencies or tour operators, requesting space or services from suppliers. Also known as “Reservations Request”.
Bump off (Transport) To off-load passengers from a flight or trip.
Cancellation (Generic) The release of confirmed reservation.
Carrying Capacity (Generic) The total of essential services in a tourist facility necessary to adequately meet the needs of the number of travelers.
Cancellation Charge (Generic) A fee collected by a supplier for failure of a client to use a reserved space, without having canceled the reservation within the allowed cancellation period.
Check-in (HRM) Formalities attendant to the arrival of a guest at the place of lodging, including filling out the registration form.
Check-in Time (HRM) A hotel day begins at 0600hrs; however a guest may only occupy the room after an established check-in time, usually 1400H.
Checked-in Baggage (Transport) Accompanied baggage turned over by the passenger to the carrier.
Check-out (HRM) Departure of a guest upon completion of stay, including settlement of personal accounts.
Check-out Time (HRM) A specified time at which the hotel guest must vacate the room, normally at 1200hrs.
Commercial Rate (HRM) A special price for regular guests of a hotel.
Complimentary (Generic) A service or product provided a free-of-charge.
Complimentary Room (HRM) Non-revenue rooms offered by the hotel in a ratio to the total number of rooms occupied; usually one complimentary bed for every fifteen (15) beds.
Confidential Tariff (Tours/Travel) A list of wholesale rates distributed in confidence to travel agents and wholesaler by tour operators.
Connecting Flight (Transport) An segment on an ongoing journey which requires a passenger to change aircraft (but not necessarily airline). The city or point where the change occurs becomes a stopover if the passenger required to wait for more than twenty-four hours for the next flight or if the passenger voluntarily decides to stay for one or more days.
Connecting Rooms (HRM) Two or more rooms with private connecting doors, permitting access between the rooms.
Continental Breakfast (HRM) A morning meal generally consisting of coffee or tea, rolls and croissant, and butter and marmalade.
Continental Plan (HRM) A meal plan basis which includes continental breakfast only.
Contracted Rate (Generic) A negotiated net rate granted to tour operators by suppliers.
Convention Rate (HRM) A special rate agreed to delegates of a convention, on specific dates.
Corporate Rate (HRM) A special rate agreed upon between a non-travel entity and a hotel, which is usually below the Rack rate and above Contracted rate.
Day Rate (HRM) A special rate for no-overnight use of a hotel room.
Denied Boarding (Transport) When a passenger is not allowed to board a flight due to insufficient or improper travel documentation.
Departure Transfer (Transport) A trip from a place of lodging to destination’s departure point.
Descriptive Itinerary (Travel/Tours) A schedule of travel activities presented in an accurate, descriptive manner primarily for marketing purposes.
Deposited Reservation (Generic) A reservation for which payment has been received and obliges the supplier to hold the reservation.
Double Room (HRM) A room with a matrimonial bed for two persons.
Double Room Rate (HRM) The full price of a room with matrimonial bed for two persons.
Downgrade (Generic) To provide a product or service of lesser value than what was paid for.
Early Check-in (HRM) The arrival of a guest before the standard 1400H check-in time.
Economy Fare (Transport) The fare economy class service.
Excess Baggage Charge (Transport) A fee collected for the carriage of baggage over and above the baggage allowance.
FIT (Generic) An acronym for Free/Foreign Individual Traveler that indicates that the traveler is not a part of the tour group.
Family Plan (HRM) A special family room rate policy, where children sharing room with parents do not pay.
Family Room (HRM) A room tagged with a special rate when occupied by a family.
Flight Frequency (Transport) The number of flights between two specified sectors, or specified period of time.
Free Sale (Generic) The agreed practice of allowing confirmation of a specified number of reservations, within a specified period, without referring to the principal for confirmation.
Front of the House (HRM) Areas of a hotel with which guest come into direct contact.
Full House (HRM) When all saleable rooms of an establishment are occupied.
G.I.T. (Generic) An acronym for Group Inclusive Tour that indicates there are more than ten or fifteen travelers in a pre-paid tour package of specific components and value.
G.I.T. Fare (Transport) An airline fare applicable only to Group Inclusive Tours. Also known as “GV” fare.
Group Rate (HRM) A special, discounted hotel room rate offered to a group.
Guaranteed Minimum (Generic) A number given by a client to a supplier that indicates the number of persons to be served and paid for, even if the actual number is below the number given.
Guaranteed Reservations (HRM) Reservations secured by the guests’ agreement to pay for the room whether it is used or not.
Guest Folio (HRM) A record of a guest’s account containing a running balance of the financial obligations to the lodging establishment.
Hand-carried Baggage (Transport) Personal effect carried by the passenger inside the craft’s cabin.
High/Low Season (Generic) The time of the year at any given destination, when traffic and rates are at the highest/lowest.
High/Low Season Rate (HRM) A maximum/minimum room rate charged when demand is heaviest/lightest.
Hotel Contracted Rate (HRM) A negotiated net rate agreed upon by a tour operator and a hotel, wherein the latter commits to supply rooms of a specified category at a flat rate.
Incidental Charges (HRM) Travel/Tours) Charges for personal services rendered that are not included in the arrangements made by the tour operator or travel agent.
Inclusive Tour (Tours) A tour package classification consisting of transportation to/from a destination, transfers, sightseeing tours, accommodations and specified meals.
Late Check-out (HRM) A departing guest who remains beyond the check-out hours, normally 1200hrs.
Legs (Transport) A portion of a flight between any two consecutive scheduled stops.
Load Factor (Transport) The percentage ratio of a carrier’s capacity sold, to the total capacity offered for sale.
Net-Net (Generic) actual cost of a component, without commissions or mark-up, and inclusive of taxes and service fees, when applicable.
Net Rate (Generic) A wholesale rate to be marked up for eventual resale.
No Show (Generic) A reservation that is neither cancelled nor fulfilled.
No Show Charge (Generic) A fee collected by a supplier for a reservation that is neither cancelled nor fulfilled.
Off-load (Transport) To remove a passenger or freight already boarded for whatever reason.
Open Ticket (Transport) An airline ticket which does not specify when a service is to be performed, which make the passenger responsible for securing reservation at a later date.
Open-dated Ticket (Transport) An air ticket with no reservation on specific flight/s or date/s; an airline ticket which does not specify.
Optional Tour (Tours) A tour that is not part of the basic package.
Overbooking (Generic) The practice of committing more rooms or seats than are available; hedge against “no-shows”
Payment Advice (Generic) A slip of paper detailing the breakdown of the amount to be paid by the client to the travel agent.
Prorate (Generic) To divide the cost of a travel component or service by the number of passengers, actual or projected, availing of such service or component.
Published Rate (Generic) A rate with a built-in commission distributed by suppliers.
Quad (HRM) A room occupied by four individuals.
Re-routing (Transport) The change of a passenger’s route, fare, class or service, schedule or validity, from that originally provided in the original transportation document.
Room Service (HRM) Food and beverage service provided in the privacy of the guest’s room.
Rooming List (HRM) A list that provides the names of the persons in a group, along with such other information as who will room with who, and the types of rooms.
Service Charge (HRM) An administrative fee, either fixed or percentile, added to a person’s account to cover gratuities and tips.
Service Fee (Generic) A fee paid to the travel agent for services where the agents receives no commission.
Single Room (HRM) A room occupied by one person, regardless of the number of beds in the room.
Single Room Rates (HRM) The full price of the room for one person, regardless of the size and number of beds in the room.
Skeletal Itinerary (Tours) A vague, rough schedule of travel activities.
Technical Itinerary (Tours) A schedule of travel activities detailing times, flights, travel times and the like.
Triple Reduction (Tours) A per-person discount, based on the half-twin rate of a tour package, granted to each of the three persons occupying a triple room
Twin Room (HRM) A room for two persons, in two separate beds.
Twin Room Rate (HRM) The full price of a room for two persons, each occupying one bed
Upgrade (Generic) To provide or service of higher value than what was paid for.
Wait-list (Generic) A supplier’s list of customers who seek space on a date that is sold out.
Tour Operations Cycle
The eight (8) steps involved in Tour Operations are:
What is an Itinerary?
An itinerary is a schedule of activities and destinations arranged in a chronological order. There are three (3) types of itineraries, namely:
Skeletal. Skeletal itinerary is a proposed and preliminary schedule of activities.
Technical. A technical itinerary specifies the details, like the scheduled transportation, arrival and departure schedules, duration of sightseeing, land travel time, type of accommodation.
Descriptive. The descriptive itinerary provides narrative of the planned activities and destinations visited. It is produced primarily for marketing purposes.
Itinerary Planning
Suggesting itineraries requires knowledge in itinerary planning.
Itinerary Planning is the process by which destinations to be visited are arranged in the desired sequence to conform with the passengers’ desired travel plans starting from the point of origin to the destinations to be visited.
Flight Itinerary Planning
For flight itinerary planning, you need to identify city pairs involved.
city pair = origin/destination; where a sector begins and where it ends.
Examples:
CEB - MNL KUL - SIN ATL - LAX
A round trip will have two (2) city pair.
CEB – MNL - CEB KUL – SIN - KUL
Itinerary Planning
When planning a flight itinerary there are three (3) basic rules to follow:
Basic Procedure in Itinerary Planning
The simplest procedure in itinerary planning is to look for direct, non – stop flights from one point to another, until the final destination.
To resolve a situation like this, the basic procedure is to use imaginary circle around a key city and use this city as the hub of the wheel with various destination around the hub as the spokes of the wheel.
Tour Guiding and Conducting
Tour Guiding may be defined as a comprehensive excursion conducted by a tour guide in order to give the visitor an educated commentary of a specified location.
One of the oldest known human activities, guiding has been a necessity since the days of the earliest nomadic tribes. These early pathfinders did not guide for pleasure's sake, however.
Their work was a matter of survival. They led hunting parties and moved whole communities as seasons changed or area food supplies ran low.
As a world trade economy evolved, guides took traders across entire continents in search of markets for their spices, silk, gold, silver, and furs.
Who is a Tour Guide?
Tour guides accompany visitors on tours within a specific country, region, area, city or site.
They provide special information on matters relating to such things as history, archaeology, monuments and works of art, the environment, culture, natural and built attractions, places of interest and any general matter of interest to the visitor.
Tour guides are responsible for the groups of people they escort. They make sure no one gets lost or separated from the group.
They also watch clients to make sure they follow tour rules. In museums, for example, guides make sure visitors do not touch the paintings.
On the tour, they tell visitors about the sites they are seeing. They answer visitors' questions and recommend additional sites for them to see.
Depending on the tour, guides may drive buses to transport clients around town or to new sites.
Types of Tour Guides
Tour guides may specialize as an:
Adventure Guide
“adventure tours,” includes rafting, bicycle tours, bush walking, or mountaineering. Guides are responsible for the safety of customers, especially when rafting, so related experience is usually required for guide positions. Guide applicants should get first aid.
Sightseeing Guides
drive motor vehicles to transport sightseers. Using either a public address system or megaphone, they describe points of interest along tour routes.
Establishment Guides
escort groups of people through establishments such as museums, aquariums, public, and historical buildings, or through historic or scenic outdoor sites, they usually follow specified routes.
Bi-lingual Guides
offer interpretation of language as well as guiding skills. These guides often guide visitors from other countries. Thus, speaking a foreign language can be an advantage.
Local Guide
who specializes in a particular city or region.
Tour Guide Responsibilities include:
The Tour Operator
In the Philippines, Tour Operators are TMC/travel agents who expand their product range by setting up a tour operation department. This department is tasked to assemble the various travel components into a tour package, and sell the resulting package as one product. It develops and assembles well-made tour packages that are offered to the travelers through other TMC/travel agencies.
Functions of a Tour Operator
A tour operator’s main functions are:
1. Conceptualizes plans and develops tour packages. Tour Operators (TO) conceptualize, plan and develop tour packages that meet the needs of a specific client or address the perceived needs of a target market.
2. Negotiates with suppliers of travel agencies. An essential ingredient of tour packaging is having access to negotiated rates from travel suppliers that are more competitive than retail prices.
3. Assembles and integrates the various travel components into a single tour package. As an assembler of travel services, a tour operator acts as an integrator. It contracts the transportation services, such as airlines, bus/car operators’, and shipping lines; the hotels for lodging and meals; restaurants and night clubs for entertainment; and tour guides.
4. Deliver the tour package. The TO deliver the travel services components of the tour package by operating a worry-free and secured programs and/or itineraries that are based on the specific requirement of the clients or the inclusions detailed in the marketing and sales tools used to promote the package to the target market.
Sales and Revenues of a Tour Operator
A Tour Operator’s sources of sales and revenues are the following:
1. Variable markup based on the contracted rate from the suppliers that are negotiated based on the TOs production track record, the market potential or influence.
2. By seeking and negotiating for favorable terms, conditions and concessions.
3. Through the sale of optional tours, excursions and extensions. During the operation of the tour package additional revenues may be generated by the sale of optional tours or services, meaning the sale of service not included in the price of the original tour package purchased.
4. For tour group movements, souvenir shops grant the tour operator shopping commission on sales generated.
Characteristics of a Tour Operator
1. Wholesaler. Their clientele are primarily the retail MTC/travel agencies, thus they dealings with the end-user is indirect.
2. Acts as an intermediary to as an integrator of the travel suppliers.
3. Derives income from variable but limited profit margins and capitalizes on favorable terms, conditions and concessions.
4. Generate additional revenues by selling optional tours, excursions and extensions.
Classification of Tour Operators
The four (4) classifications of tour operators are: Local, Domestic, Inbound and Outbound.
The Local Tour Operator (LTO) services Filipino and/or foreign traffic to national destination by way of regular sightseeing tours or tour packages, taking into consideration the popularity of the destination, site or sight in the locality.
The Domestic Tour Operator (DTO) services Filipino traffic to any destination in the Philippines, on an ad-hoc basis, as and when contracted, by providing itineraries and programs tailor-made to the needs of the client.
An Inbound Tour Operator (ITO) services foreign traffic to any Philippine destination, on an ad-hoc and regular packages basis. The ITO takes into consideration the specific requirements of the contracting party abroad.
The Outbound Tour Operator (OTO) designs and assembles tour packages for residents of the Philippines, either foreign destination, such as Hong Kong and the U.S.A.
Classification of Tour Package.
Tour packages are divided into two: regular or ad-hoc.
Regular Tour Packages are put together based on the perceived need or interest of a target market. These are prepackaged and feature well-known attractions or activities that have a high demand.
Ad Hoc Tour Packages are tour packages that are tailor-made to the requirements and specifications of a particular traveler or a group of travelers.
Regular tour packages are normally sold over the counter with no need of pre-booking or advanced reservations on the part of the traveler.
Ad Hoc Tour Packages that are packaged to specifications require pre-notice by the traveler through the travel agent, and advance reservations by the travel agent with the tour operator.
Tour Packages
The product of the tour operator is the tour package, a combination of two or more travel components.
The basic travel components of a tour package are:
Transportation: (by air, sea, or land) to and from a point of origin to a destination or destinations and back to the point of origin.
Transfers: transportation to and from a destination’s gateway (airport, pier, or bus station) to the place of lodging and vice versa.
Sightseeing Tours: are a combination of transportation within the destination to sights and sites of interest, tour guide’s services, entrance fees, entertainment or activities and sometimes, snacks and meals.
Accommodations: lodging and meals in the lodging establishment.
Tour Escort: refers to the services of an individual who travels with the clients from the point of origin and back, and acts as a manager of the tour group. This person is also known as the Tour Leader.
A combination of two or more of these components is a tour package.
Depending on the number of components tour packages have different labels:
If only tours and transfers are included, it is called ground arrangement package.
If tours, transfers and hotel accommodations with some meals are included, this is called land arrangements package.
If tours, transfers, hotel accommodations and some meals, plus transportation to and from the destination(s) are included, this is called an inclusive tour package.
If all components are included, including tour escort, this is called inclusive escorted tour package.
Tour Package Variables
Regardless of the type of package, regular or ad hoc, these may vary according to any of the following:
1. Duration- duration is the number of days and nights included in the package. Normally three days would mean two nights.
2. Destination- a package may be for a single destination, or for multiple destinations, i.e. two or more.
3. Category of Accommodations- the category of accommodation establishment may vary, from a De Luxe, to First Class, to Standard, to Economy, to Budget. Pension Houses and Inns are normally not categorized. Resorts are categorized as “AAA” for the most luxurious, to “AA” for first class to “A” for standard.
4. Meal Plan- refers to the number of meals per day included in the package, whether served in the place of lodging or outside in the restaurant. If all meals are included, this is full-board basis, Full Pension or American Plan. If only breakfast and lunch or dinner is included this is a Half-Board Basis, Demi-Pension or Modified American Plan. If only Full Breakfast is included, this is a Bed-and-Breakfast Basis. If the breakfast is continental Breakfast this is a Continental Plan. If no meals are included in the package, this is a European Plan Tour Package.
5. Mode and Class of Transportation- mode of transportation refers to air, sea or land travel and type of equipment. Class refers to the grade of service, facility and amenities offered the passengers. In air travel, the class divisions are First, Business and Economy. In sea travel, they are Suite, Stateroom, Cabin, Business Class, Tourist and Economy.
Travel Terms
A la Carte Menu (HRM) A list of food items with corresponding prices from which a free choice is made and paid for per ordered item.
Ad Hoc Tour Package (Tours) A tour put together according to the specifications of a client.
Accommodations (HRM) Rooms available for occupancy by guests.
Adjoining Rooms (HRM) Two or more contiguous rooms.
Airline Code (Transport) The two alphanumeric abbreviation of air carriers used by travel agents and tour operators all over the world.
Amendment (HRM/Tours) The change of detail(s) on a confirmed reservation.
American Breakfast (HRM) A morning meal consisting of fresh fruits or juice, cereals, coffee or tea, eggs with bacon ham or sausages, toast and marmalade.
American Plan (HRM) A meal plan basis which includes three (3) meals a day; also known as “full-board” or “full-pension”.
Back-to-Back (Transport) The two-way (round trip) use of seats in transportation equipment. Also, continuous operation of a tour package, with a minimal time between the departure of one group and the arrival of the next one.
Back of the House (HRM) Area of a lodging establishment with which guests do not normally come into direct contact.
Blocked-off (Generic) A specific number of rooms or seats set aside at a specific rate, for a specific date(s).
Blocked Space (Generic) A reservation made by a wholesaler with a supplier, subject to forfeiture of deposit paid if not resold.
Booking Order (Travel/Tours) A document prepared by the reservations staff of travel agencies or tour operators, requesting space or services from suppliers. Also known as “Reservations Request”.
Bump off (Transport) To off-load passengers from a flight or trip.
Cancellation (Generic) The release of confirmed reservation.
Carrying Capacity (Generic) The total of essential services in a tourist facility necessary to adequately meet the needs of the number of travelers.
Cancellation Charge (Generic) A fee collected by a supplier for failure of a client to use a reserved space, without having canceled the reservation within the allowed cancellation period.
Check-in (HRM) Formalities attendant to the arrival of a guest at the place of lodging, including filling out the registration form.
Check-in Time (HRM) A hotel day begins at 0600hrs; however a guest may only occupy the room after an established check-in time, usually 1400H.
Checked-in Baggage (Transport) Accompanied baggage turned over by the passenger to the carrier.
Check-out (HRM) Departure of a guest upon completion of stay, including settlement of personal accounts.
Check-out Time (HRM) A specified time at which the hotel guest must vacate the room, normally at 1200hrs.
Commercial Rate (HRM) A special price for regular guests of a hotel.
Complimentary (Generic) A service or product provided a free-of-charge.
Complimentary Room (HRM) Non-revenue rooms offered by the hotel in a ratio to the total number of rooms occupied; usually one complimentary bed for every fifteen (15) beds.
Confidential Tariff (Tours/Travel) A list of wholesale rates distributed in confidence to travel agents and wholesaler by tour operators.
Connecting Flight (Transport) An segment on an ongoing journey which requires a passenger to change aircraft (but not necessarily airline). The city or point where the change occurs becomes a stopover if the passenger required to wait for more than twenty-four hours for the next flight or if the passenger voluntarily decides to stay for one or more days.
Connecting Rooms (HRM) Two or more rooms with private connecting doors, permitting access between the rooms.
Continental Breakfast (HRM) A morning meal generally consisting of coffee or tea, rolls and croissant, and butter and marmalade.
Continental Plan (HRM) A meal plan basis which includes continental breakfast only.
Contracted Rate (Generic) A negotiated net rate granted to tour operators by suppliers.
Convention Rate (HRM) A special rate agreed to delegates of a convention, on specific dates.
Corporate Rate (HRM) A special rate agreed upon between a non-travel entity and a hotel, which is usually below the Rack rate and above Contracted rate.
Day Rate (HRM) A special rate for no-overnight use of a hotel room.
Denied Boarding (Transport) When a passenger is not allowed to board a flight due to insufficient or improper travel documentation.
Departure Transfer (Transport) A trip from a place of lodging to destination’s departure point.
Descriptive Itinerary (Travel/Tours) A schedule of travel activities presented in an accurate, descriptive manner primarily for marketing purposes.
Deposited Reservation (Generic) A reservation for which payment has been received and obliges the supplier to hold the reservation.
Double Room (HRM) A room with a matrimonial bed for two persons.
Double Room Rate (HRM) The full price of a room with matrimonial bed for two persons.
Downgrade (Generic) To provide a product or service of lesser value than what was paid for.
Early Check-in (HRM) The arrival of a guest before the standard 1400H check-in time.
Economy Fare (Transport) The fare economy class service.
Excess Baggage Charge (Transport) A fee collected for the carriage of baggage over and above the baggage allowance.
FIT (Generic) An acronym for Free/Foreign Individual Traveler that indicates that the traveler is not a part of the tour group.
Family Plan (HRM) A special family room rate policy, where children sharing room with parents do not pay.
Family Room (HRM) A room tagged with a special rate when occupied by a family.
Flight Frequency (Transport) The number of flights between two specified sectors, or specified period of time.
Free Sale (Generic) The agreed practice of allowing confirmation of a specified number of reservations, within a specified period, without referring to the principal for confirmation.
Front of the House (HRM) Areas of a hotel with which guest come into direct contact.
Full House (HRM) When all saleable rooms of an establishment are occupied.
G.I.T. (Generic) An acronym for Group Inclusive Tour that indicates there are more than ten or fifteen travelers in a pre-paid tour package of specific components and value.
G.I.T. Fare (Transport) An airline fare applicable only to Group Inclusive Tours. Also known as “GV” fare.
Group Rate (HRM) A special, discounted hotel room rate offered to a group.
Guaranteed Minimum (Generic) A number given by a client to a supplier that indicates the number of persons to be served and paid for, even if the actual number is below the number given.
Guaranteed Reservations (HRM) Reservations secured by the guests’ agreement to pay for the room whether it is used or not.
Guest Folio (HRM) A record of a guest’s account containing a running balance of the financial obligations to the lodging establishment.
Hand-carried Baggage (Transport) Personal effect carried by the passenger inside the craft’s cabin.
High/Low Season (Generic) The time of the year at any given destination, when traffic and rates are at the highest/lowest.
High/Low Season Rate (HRM) A maximum/minimum room rate charged when demand is heaviest/lightest.
Hotel Contracted Rate (HRM) A negotiated net rate agreed upon by a tour operator and a hotel, wherein the latter commits to supply rooms of a specified category at a flat rate.
Incidental Charges (HRM) Travel/Tours) Charges for personal services rendered that are not included in the arrangements made by the tour operator or travel agent.
Inclusive Tour (Tours) A tour package classification consisting of transportation to/from a destination, transfers, sightseeing tours, accommodations and specified meals.
Late Check-out (HRM) A departing guest who remains beyond the check-out hours, normally 1200hrs.
Legs (Transport) A portion of a flight between any two consecutive scheduled stops.
Load Factor (Transport) The percentage ratio of a carrier’s capacity sold, to the total capacity offered for sale.
Net-Net (Generic) actual cost of a component, without commissions or mark-up, and inclusive of taxes and service fees, when applicable.
Net Rate (Generic) A wholesale rate to be marked up for eventual resale.
No Show (Generic) A reservation that is neither cancelled nor fulfilled.
No Show Charge (Generic) A fee collected by a supplier for a reservation that is neither cancelled nor fulfilled.
Off-load (Transport) To remove a passenger or freight already boarded for whatever reason.
Open Ticket (Transport) An airline ticket which does not specify when a service is to be performed, which make the passenger responsible for securing reservation at a later date.
Open-dated Ticket (Transport) An air ticket with no reservation on specific flight/s or date/s; an airline ticket which does not specify.
Optional Tour (Tours) A tour that is not part of the basic package.
Overbooking (Generic) The practice of committing more rooms or seats than are available; hedge against “no-shows”
Payment Advice (Generic) A slip of paper detailing the breakdown of the amount to be paid by the client to the travel agent.
Prorate (Generic) To divide the cost of a travel component or service by the number of passengers, actual or projected, availing of such service or component.
Published Rate (Generic) A rate with a built-in commission distributed by suppliers.
Quad (HRM) A room occupied by four individuals.
Re-routing (Transport) The change of a passenger’s route, fare, class or service, schedule or validity, from that originally provided in the original transportation document.
Room Service (HRM) Food and beverage service provided in the privacy of the guest’s room.
Rooming List (HRM) A list that provides the names of the persons in a group, along with such other information as who will room with who, and the types of rooms.
Service Charge (HRM) An administrative fee, either fixed or percentile, added to a person’s account to cover gratuities and tips.
Service Fee (Generic) A fee paid to the travel agent for services where the agents receives no commission.
Single Room (HRM) A room occupied by one person, regardless of the number of beds in the room.
Single Room Rates (HRM) The full price of the room for one person, regardless of the size and number of beds in the room.
Skeletal Itinerary (Tours) A vague, rough schedule of travel activities.
Technical Itinerary (Tours) A schedule of travel activities detailing times, flights, travel times and the like.
Triple Reduction (Tours) A per-person discount, based on the half-twin rate of a tour package, granted to each of the three persons occupying a triple room
Twin Room (HRM) A room for two persons, in two separate beds.
Twin Room Rate (HRM) The full price of a room for two persons, each occupying one bed
Upgrade (Generic) To provide or service of higher value than what was paid for.
Wait-list (Generic) A supplier’s list of customers who seek space on a date that is sold out.
Tour Operations Cycle
The eight (8) steps involved in Tour Operations are:
- Planning;
- Contracting;
- Costing;
- Quotations and Tariffs;
- Reservations;
- Field Operations;
- Accounting;
- Evaluation.
What is an Itinerary?
An itinerary is a schedule of activities and destinations arranged in a chronological order. There are three (3) types of itineraries, namely:
Skeletal. Skeletal itinerary is a proposed and preliminary schedule of activities.
Technical. A technical itinerary specifies the details, like the scheduled transportation, arrival and departure schedules, duration of sightseeing, land travel time, type of accommodation.
Descriptive. The descriptive itinerary provides narrative of the planned activities and destinations visited. It is produced primarily for marketing purposes.
Itinerary Planning
Suggesting itineraries requires knowledge in itinerary planning.
Itinerary Planning is the process by which destinations to be visited are arranged in the desired sequence to conform with the passengers’ desired travel plans starting from the point of origin to the destinations to be visited.
Flight Itinerary Planning
For flight itinerary planning, you need to identify city pairs involved.
city pair = origin/destination; where a sector begins and where it ends.
Examples:
CEB - MNL KUL - SIN ATL - LAX
A round trip will have two (2) city pair.
CEB – MNL - CEB KUL – SIN - KUL
Itinerary Planning
When planning a flight itinerary there are three (3) basic rules to follow:
- Avoid crisscrossing;
- Avoid backtracking;
- Remember that less carriers used, the better.
Basic Procedure in Itinerary Planning
The simplest procedure in itinerary planning is to look for direct, non – stop flights from one point to another, until the final destination.
To resolve a situation like this, the basic procedure is to use imaginary circle around a key city and use this city as the hub of the wheel with various destination around the hub as the spokes of the wheel.
Tour Guiding and Conducting
Tour Guiding may be defined as a comprehensive excursion conducted by a tour guide in order to give the visitor an educated commentary of a specified location.
One of the oldest known human activities, guiding has been a necessity since the days of the earliest nomadic tribes. These early pathfinders did not guide for pleasure's sake, however.
Their work was a matter of survival. They led hunting parties and moved whole communities as seasons changed or area food supplies ran low.
As a world trade economy evolved, guides took traders across entire continents in search of markets for their spices, silk, gold, silver, and furs.
Who is a Tour Guide?
Tour guides accompany visitors on tours within a specific country, region, area, city or site.
They provide special information on matters relating to such things as history, archaeology, monuments and works of art, the environment, culture, natural and built attractions, places of interest and any general matter of interest to the visitor.
Tour guides are responsible for the groups of people they escort. They make sure no one gets lost or separated from the group.
They also watch clients to make sure they follow tour rules. In museums, for example, guides make sure visitors do not touch the paintings.
On the tour, they tell visitors about the sites they are seeing. They answer visitors' questions and recommend additional sites for them to see.
Depending on the tour, guides may drive buses to transport clients around town or to new sites.
Types of Tour Guides
Tour guides may specialize as an:
Adventure Guide
“adventure tours,” includes rafting, bicycle tours, bush walking, or mountaineering. Guides are responsible for the safety of customers, especially when rafting, so related experience is usually required for guide positions. Guide applicants should get first aid.
Sightseeing Guides
drive motor vehicles to transport sightseers. Using either a public address system or megaphone, they describe points of interest along tour routes.
Establishment Guides
escort groups of people through establishments such as museums, aquariums, public, and historical buildings, or through historic or scenic outdoor sites, they usually follow specified routes.
Bi-lingual Guides
offer interpretation of language as well as guiding skills. These guides often guide visitors from other countries. Thus, speaking a foreign language can be an advantage.
Local Guide
who specializes in a particular city or region.
Tour Guide Responsibilities include:
- Provide on a contractual basis in a professional manner tour guiding services to local and overseas clientele.
- Have relevant information on and be fully conversant with the particulars of Tours being offered.
- Providing general assistance to the Senior Tour Guide and assist in carrying out certain Administrative tasks relevant to effectively carrying out tour guiding duties.
- Ensure that participants are kept in a relaxed, fun engaged mode.
- Receive training and be able to give basic first aid in case of minor external injuries sustained by tour participants.
- Assist with the development and maintenance of a library or information to ensure a ready store of relevant research material on touring guiding services, attractions.
- Assist with development and implementation of new tour packages.
- Assist in developing marketing sales and promotional information.
- Engage in continuous training and development.