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Like other industries, there is both language and terminology unique to the
tourism/hospitality business. Experienced operators, readers, investors and
lenders in particular use this language and having definitions will be helpful to the
new hotelier.
With that in mind, we have provided a glossary of commonly used terms for the
small hotelier. This is not the definitive source. There are other sources and you
are encouraged to refer to those as well.
The following definitions were compiled from various sources by the OAS
project team and provided as a reference to small hoteliers in 1998 in countries
participating in the OAS project. They are reproduced here as a service to other
small hoteliers in the region. Comments and suggested additions are most
welcome. We hope to improve on the usefulness of this glossary over time for
you, the Caribbean small hotelier.
A type of room rate which includes the price of the room, breakfast, lunch and
dinner. Also known as full pension. Amortization Term used for the allocation of
loan costs (principal, interest and taxes), calculated over the life(term) of a loan.
Calculated using a specialized Amortization schedule.
Apartment hotel
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The total of room revenues for a given period (day, month to date, month, year to
date), divided by the number of rooms occupied for the same period. Frequently
used as a measure of economic performance.
Back of House
Day Rate A reduced room rate granted for the use of a guest room during the
daytime - not overnight occupancy. Specific examples are use by someone as a
display room or office, and late check outs (due to transportation connections).
Double (room) occupancy, rate or percentage of The percentage of rooms
occupied by more than one person. Computed as: total number of guests minus
room occupied, divided by rooms occupied and expressed as a ratio or
percentage.
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a range of disposable items provided in guest room bathrooms and include items
such as shampoos, skin creams, conditioners, soaps, toothpaste, toothbrush,
shower caps the cost of which is built into room rates.
Guest check The invoice presented to restaurant and bar patrons for food and
beverage consumed. Also referred to as a waiter's check or restaurant check.
Guest history A record maintained for each guest who has stayed at the hotel
with a separate entry for each visit and details of pertinent preferences. Used as a
valuable reference by reservations, marketing and credit departments, guest
history is now available through computerisation.
Low (off peak) season Those consecutive months during which the lowest
revenues, room/suite occupancy and average room rates are generated. In the
Caribbean this is generally July and August.
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Occupancy, percentage of (Occ. %) The percentage of available rooms
occupied for a given period of consecutive time. It is calculated by dividing the
number of rooms occupied for a period by the number of rooms available for the
same period, expressed as a percentage.
Overbooking The name given to a situation in which more room reservations
have been taken by a hotel than what the hotel can accommodate. Hotels which
use overbooking as a policy are increasingly being targeted by tour wholesalers
and operators in an attempt to better control and minimise the serious adverse
marketing effects which overbooking has for all stakeholders.
Point of Sale (POS) Electronic or micro chip based equipment used to record
guest revenue and generate a range of sales, control, accounting and management
reports.
Pre-register To register room guests before they physically check into the
hotel. This is done as a service to important guests and those designated VIP, and
to reduce delays and confusion at the front office and lobby area for group
arrivals, particularly when groups are expected to arrive at about the same time.
Rack Rate The full, undiscounted room rate (price) which is published.
Registration card (Reg. Card) A form on which arriving guests record
their names, addresses and other details including mode of transportation used,
nationality, purpose of visit (usually business or pleasure), method of payment,
length of stay confirmation. A space is also provided for signature. Additional
questions may be included as a part of the hotel's market research information.
The attending front office clerk then completes detail on room rate and room
number. Some form of guest registration is usually required by legislation in most
countries.
Resort Hotel A hotel that caters mainly to vacationers or tourist, usually
offering more recreational amenities and services in a more aesthetically pleasing
setting than other hotels.
Room block A predetermined number of rooms reserved in advance for group
(conference, tour) use.
Safety deposit boxes Individual boxes provided for the safekeeping of guest
valuables. Located either in a central, secure and supervised location or in
individual guest rooms.
Shoulder seasons Those periods between high and low: the months of May,
June, September, October and November
Timeshare A marketing and equity financing concept which permits
participants to enjoy vacation accommodation for a fixed, one time amount for
life, or shorter contracted period.
Turndown service A service provided by housekeeping in which a room is
refreshed and bed linen turned down for sleeping. A service normally provided
during the early evening hours when guests are not in their rooms.
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