Module One: The Reservation Procedure

Vocabulary flashcards covering key terms, reservation types, records, cancellation details, and group booking processes from Module One.

Guaranteed Reservation

A reservation that assures the guest that a room will be held until a specific time of the day following the guest's scheduled arrival date, in exchange for guaranteed payment even if the room is not used unless properly canceled.

Non-Guaranteed Reservation

A reservation agreement in which the hotel holds a room for the guest until a stated reservation cancellation hour on the day of arrival, without a payment guarantee in the case of a no-show.

Reservation Record

A collection of data that identifies a guest and his or her anticipated occupancy needs before arrival at the property, enabling personalized service and accurate staff scheduling.

Free Independent Traveler (FIT)

A guest coming to the hotel as an individual and not as part of a group.

Confirmation Number

A code assigned to a reservation record when a reservation is confirmed to guarantee the guest that their room is available and ready for them.

Cancellation Number

A code assigned to a reservation record upon proper cancellation that protects both the guest and the hotel by serving as proof of the cancellation for future reference.

Cancellation Code Breakdown (36014MR563)

A sample cancellation code where 360 represents the guest's scheduled date of arrival (consecutive day of the year), 14 is the property code number, MR is the issuing agent's initials, and 563 is the consecutive cancellation number for the year.

Block

An agreed-upon number of guestrooms set aside for members of a group if sufficient accommodations are available.

Booked

The status of rooms that have been specifically reserved for individual group members within an assigned group block.

Group Reservation Cut-Off Date

The predetermined time frame or date when unreserved rooms in a group block are released back to the hotel's available room inventory.

Non-Group Displacement

An issue caused when front office personnel book large group blocks, resulting in reduced available room inventory for individual non-group travelers.

Wash Down

The practice of reducing a group block size prior to arrival because groups may not necessarily use all of the rooms they originally booked.

Sample Automated Reservation Form

A front office interface displaying guest information, agent details, arrival and departure dates, room type, total cost, payment routing, and clerk ID.