OFFICE SIMULATION

• Meetings are gatherings of people for a specific purpose such as discussing business matters or making decisions.
• A conference is a formal event where people come together to discuss a particular topic or theme, usually organized by a group or organization and can last for several days.
• The order of business is one of the essentials to all meetings because it is where the business of the organization is transacted, it is the basic outline of the business proceedings.
• An agenda is a schedule of the order of business, including reports, programs, appointments, resolutions, and items of business.
• Preparing insurance papers also involves updating personal information, seeking professional advice, and regularly reviewing and updating your insurance policies.
• Preparing insurance papers involves creating a list of insured items, compiling policy documents, understanding your insurance policies, and updating beneficiary information.
• Hotel accommodation includes trip cancellation or interruption due to unforeseen events, medical emergency coverage, lost, stolen, or delayed baggage, and preparing insurance papers.
• Understanding your insurance policies involves reviewing coverage limits, documenting policy numbers, and organizing paperwork.
• A motion is a proposal to bring a subject to a group for its consideration and action.
• Meeting minutes or MOM (Minutes of Meeting) is defined as the written record of everything that has happened during a meeting, it is kept for the information of those people in the absents list, and it also serves as a tracker of the discussions that arise during the meeting.
• Pre-planning, record taking, minutes writing, and distributing are part of preparing the MOM.
• Package Rate encourages customers to use other services at the hotel such as health care, car booking, entertainment, dining, when offering a package price.
• Group Rate is a discounted rate based on the rack rate, applied for a certain number of guest reservations.
• Daily BAR are pre-set rates for each room type combined with occupancy rates.
• Best Available Rate, or BAR, is the lowest rate available when asked for the best rate.
• Early Booking or Early Bird Rate is a rate offered to customers booking well in advance, which can be one week, two weeks, or months in advance.
• Best Available Rate is divided into two types: Dynamic Rate and Daily BAR.
• Promotional Rate is usually applied during low season or special occasions.
• Dynamic Rate is a strategy that takes into consideration factors that affect market demand such as seasonality, competitor pricing, current occupancy, consumer demands, and other external factors.
• Incentive Rate is offered to individuals that belong to some associations related to the hotel, or ones that own membership cards, credit cards such as VISA, MASTER, AMEX.
• Business services include faxing, photocopying, mailing, and notary services and are not necessarily needed to all type of meetings but for some, these are a requirement.
• LCD Monitors and Projectors are essentials in each and every meeting as the presenters need to share all the information and tackle all the discussions that are needed to everyone.
• Catering and beverage services are not necessary for all types of meetings but for some, these are a requirement.
• When typing minutes of a meeting, several important factors to consider include meeting information, attendees, agenda, introduction, objective focus, document discussions, decisions made, motions and votes, and discussions summaries.
• Travel arrangements refer to all the necessary preparations which are to be done in advance before a trip and are made in accordance with company policy.
• Steps to help you craft a professional and effective invitation include introducing yourself and your organization, expressing your purpose, providing event details, highlighting speaker benefits, and showcasing the relevance.
• The type of meeting to be held is a crucial factor in selecting the best conference room, usually, the meeting types that take place in a conference room are Employee all-hand events, Quarterly business reviews, Customer meetings, Partner meetings, etc.
• The main purpose of travel arrangement is to get the travelers to their destination and back home again as smoothly as possible.
• Internet connection is necessary for all types of meetings but most presenters and participants require internet that is reliable and fast.
• The size of a conference room is an important factor to consider for the comfortability of the meeting attendees as well as the table shape that is associated in the room.
• Rack rate is the base price for a specific type of room, which doesn’t include any discount or further services besides room service.
• Corporate rate is offered to companies and corporations which are frequent clients of the hotel.
• When guests with confirmed reservations change their travel plans, they convey the same to the hotel.
• The roles and functions of a reservation desk include receiving reservation requests, determining room availability, accepting or declining reservation requests, and amending or cancelling reservations.
• The booking confirmation should contain the arrival and departure time and date, the number of guests and the guest's name and contact information like email and phone number, booking number and booking date, room rates and number of nights, as well as any additional charges like breakfast, transportation etc.
• The cancellation of a reservation occurs when a guest with a confirmed reservation informs the hotel about her intention to cancel the reservation.
• Types of written reservation include letter, fax, telex or teleprinter exchange, and email.
• When a reservation request reaches the hotel in writing, the mode is classified as a written mode of reservation.
• The advantage of oral communication is that it is fast, convenient, and generates immediate response or feedback; and one can get the complete information and clear any doubts through oral communication.
• Types of verbal reservation include in person and telephone.