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Planner’s Pocket Dictionary: Transportation & Accommodations

By Marcia L. Callaghan

TRAINS, PLANES, AUTOMOBILES-AND HOTELS (lots and lots of hotels). These places often become mobile offices for event planners, even as they’re developing itineraries for thousands of destination travelers year-round. Since travel can be such a large component to production, we spoke with Hanson Ansary, hospitality veteran and president and CEO of AlliedPRA Chicago, to map out some important key words for transportation and accommodations.

ALL-INCLUSIVE: travel plan that includes meals, gratuities, transportation and activities for a set price

ATTRITION: time-sensitive rate that destination managers can use to reduce a specific room block

BACK-TO-BACK: term used to describe tours that operate on a consistent basis

CONSOLIDATOR FARES: airfare rates negotiated and offered by brokers

CONVENTION CALENDAR: schedule of all conventions and trade shows taking place at a convention center and/or destination

DEMAND GENERATORS: strategies and programs developed by suppliers to generate destination demand

DESTINATION MANAGEMENT COMPANIES (DMC): companies with extensive knowledge of specific locations and the capabilities to produce high-quality experiences

DINE-AROUND PLAN: prepaid plan that allows guests to dine at a certain number of restaurants within the vicinity of a location

DIRECT BILL: hotel bill sent directly to a third party, such as a company (instead of individual guests), for settlement upon departure

FAM TRIP: complimentary familiarization trip that destination management companies provide to prospective buyers

FOLIO: final receipt of expenses incurred on a program at a hotel

FOREIGN INDEPENDENT TRAVELER (FIT): independent traveler registered in a group program, often comprised of other independents

GROUP MASTER ACCOUNT: bill including all charges incurred by a group staying at a hotel property

HIGHLIGHT TOUR: tour that is mapped to showcase the exciting highlights of a location or city

INBOUND TOUR AGENT: local native who receives travelers from another country

INCENTIVE PROGRAM: event or travel experience that utilizes a reward scheme used to motivate a group of employees

INCIDENTALS: items other than room rate and taxes that may appear on a hotel bill

LIQUIDATED DAMAGES: estimated loss of a hotel/venue in case of cancellation of a group contract

MANIFEST: final listing of all passengers and cargo aboard a transportation vehicle

MICE: (meetings, incentives, conference/conventions, exhibitions) tourism for large groups, organized for a specific purpose

MOTO-STAGING: gathering transportation vehicles in a specific area

OUTBOUND TOUR AGENT: representative who sends travelers from their home country to another country

PORTERAGE FEE: billed expense for carrying luggage upon a group arrival to a hotel

PRE-CON: on-site meeting of convention organizers and hotel staff prior to participants’ arrivals

RACK RATE: published rate for a travel component

REP FIRM: umbrella organization that markets groups of subsidiary destination management companies worldwide

ROOM BLOCK: contracted booking of multiple rooms within a particular hotel property

ROOMING LIST: list of participants in a program covered by a group contract

SHOULDER SEASON: moderate period in between a destination’s low and high seasons

TOUR OPERATOR: makes arrangements prior to a trip by preparing itinerary and routes, which generate a specific representation of the chosen location

TRAVEL AGENCY: private retailer that provides tourism-related services, typically communicating with airlines, car rental services, hotels and others to make arrangements for clients

TRAVEL DIRECTOR (TD): on-site lead who executes live activity under the remote supervision of an account/program manager