11. Tour Operators Cycle

EA MENDOZA
Travel Management Department
College of Hospitality and Institutional Management
Our Lady of Fatima University Valenzuela
The Tour
Operations Cycle
© Contents are from Chapter VIII of Travel and Tour Operations
in the Philippines, Bienvenido Claravall (2008).

• After studying this chapter, you should be able to:
• Explain the different strategies of the tour operations cycle;
• Understand the components of the planning process;
• Apply the procedures involved in contracting rates from the various
suppliers;
• Cost sightseeing tours, ad hoc and regular tours packages and
confidential tariffs;
• Explain what proposals and quotations are;
• Process reservations for domestic sea transportation companies,
restaurants and other establishments; and
• Accomplish a Booking Card for Tours.
LEARNING OBJECTIVES
Tour Operators Cycle
• Learning Objectives
• Definition of Tour
Operator
• Tour Operators Cycle
• Planning
• Contracting
• Costing
• Quotations and Tariffs
• Reservation

Tour operations is defined as the
preparation and implementation
of all activities within an itinerary,
within a given time frame, within
the estimated costs, in order to
meet the expectations of the
paying client.
Definition of tour operations
Operator
• Planning
• Contracting
• Costing
• Reservation

Meeting the expectations of clients is
also termed as customer satisfactions.
Customer satisfaction, in this case, is
the delivery of services requested by
the buyer (traveler) form the
suppliers (seller), as arranged by the
middlemen (TMC/travel agent and
tour operator).
Operator
• Planning
• Contracting
• Costing
• Reservation

What is requested and confirmed varies -
it may simply be a one-way transfer from
the airport to the place of lodging, or a
complex, 14-day itinerary to seven (7)
different destinations or locations in one
country or different countries, involving
hotels, resorts, airplane charters, rail
services, cruises, rental of motorized
outriggers, cars and tour guide services.
Operator
• Planning
• Contracting
• Costing
• Reservation

The Tour Operations Cycle shown in the
next slide summarizes the different steps
in the preparation and operation of tour
packages. The eight (8) steps involved in
tour operations are: 1) Planning; 2)
Contracting; 3) Costing; 4) Quotations
and Tariffs; 5) Reservation; 6) Field
Operations; 7) Accounting; and 8)
Evaluation.
The Tour Operations Cycle
Operator
• Overview
• Planning
• Contracting
• Costing
• Quotations
• Reservations
• Field Operations
• Accounting
• Evaluation
• Planning
• Contracting
• Costing
• Reservation

Planning is the process of determining the objective to be
achieved, whether these involve customer satisfaction,
destination and community endorsement, financial gain,
or organizational promotions. Customer satisfaction
concerns meeting the expectations of the clients.
Destination or community endorsement refers to the
marketing of a specific site or sight. Financial objectives
are for profit, or recovery of funds already invested.
Organizational promotion deals with the enhancement or
reinforcement of a corporate image. In the last stage of
the tour operation cycle the results are evaluated against
the objectives set in the stage.
1. Planning
Operator
• Overview
• Planning
• Contracting
• Costing
• Quotations
• Reservations
• Accounting
• Evaluation
• Planning
• Contracting
• Costing
• Reservation

Contracting is the process of negotiating and
collating from a set of identified suppliers
rates that are below those published. These
rates are known as contracted rates. A
published rate less commission due to
TMC/travel agent is not contracted rates. This
is an entitlement. Contracted rates are
discounted by as much as 30% to 50% off the
published rates. Contracting also includes the
negotiation of favorable terms and conditions.
2. Contracting
Operator
• Overview
• Planning
• Contracting
• Costing
• Quotations
• Reservations
• Accounting
• Evaluation
• Planning
• Contracting
• Costing
• Reservation

Costing is determining the costs of the
various components, activities, or services
included in the tour package, depending on
the number of travelers availing of the
package. After calculating the approximate
desirable profit from each component and
adding this to the cost, the result is a
Quotation which is cost + profit. Quotations
include prorated cost of concession.
3. Costing
Operator
• Overview
• Planning
• Contracting
• Costing
• Quotations
• Reservations
• Accounting
• Evaluation
• Planning
• Contracting
• Costing
• Reservation

Quotations are prepared for Ad Hoc Tour Packages.
These are prepared based on a required minimum
number of participants and in accordance with the
specific activities, inclusions and requirements of the
client. See Chapter XIII for additional information.
For regular tour packages and other services, quotations
are prepared and compiled in a rate sheet that is
commonly known as a Confidential Tariff. A Confidential
Tariff is a listing of products offered by the tour operator,
with corresponding prorated costs and concessions,
based on specific or projected number of participants.
4. Quotations
Operator
• Overview
• Planning
• Contracting
• Costing
• Quotations
• Reservations
• Accounting
• Evaluation
• Planning
• Contracting
• Costing
• Reservation

Reservations involve the process of
placing advanced requests for available
space or services at sometime in the
future and obtaining confirmation of
these. A confirmation is a written advice
by a supplier that reservation has been
accepted and will be honored, thus the
term confirmed reservations .
5. Reservations
Operator
• Overview
• Planning
• Contracting
• Costing
• Quotations
• Reservations
• Accounting
• Evaluation
• Planning
• Contracting
• Costing
• Reservation

Field Operations cover the actual
delivery of services, and all activities of
the travelers from the moment of arrival
to the time of departure. Once the
procedures of the office are completed,
the focus of attention shifts to the field.
How well the preparations in the office
have been done will definitely reflect on
and affect the operations in the field.
6. Field Operations
Operator
• Overview
• Planning
• Contracting
• Costing
• Quotations
• Reservations
• Accounting
• Evaluation
• Planning
• Contracting
• Costing
• Reservation

Accounting involves the
collection of payments due
from the clients, preferably
prior to the arrival and the
payment due to all
suppliers.
7. Accounting
Operator
• Overview
• Planning
• Contracting
• Costing
• Quotations
• Reservations
• Accounting
• Evaluation
• Planning
• Contracting
• Costing
• Reservation

Evaluation involves comparing the performance of the
organization with the actual results: (a) Financial results, through
gain or loss, and (b) Customer satisfaction by seeking
feedback from the clients. Thus a feedback mechanism must
provide comments and critics from the visitors regarding the
degree their expectations were met. Failure to meet the
expectations of the clients means failure of the package. It
must be remembered that the best endorsement is the word-
of-mouth testimonial. Nothing beats that. The success or
failure of destination or community promotions is measured
by the increase/decrease of visitor arrivals. And corporate
image is enhanced by the awareness and interest in the
company’s product and services.
8. Evaluation
Operator
• Overview
• Planning
• Contracting
• Costing
• Quotations
• Reservations
• Accounting
• Evaluation
• Planning
• Contracting
• Costing
• Reservation

OFFICE OPERATIONS FIELD OPERATIONS
(1) Planning. The objectives to be achieved, customer-focused,
destination-oriented, financial or corporate by the Tour
Operators.
(2) Contracting. Negotiating and collecting from identified
suppliers agreed rates and concessions available to Tour
Operators.
(3) Costing. Putting together the costs of the various activities
or services included in the itinerary, depending on the
number of projected travelers availing the tour package.
Also the construction of Confidential Tariff.
(4) Quotations. Determining the desired profits (plus cost and
prorated concessions) and preparation of proposals. Also,
the listing of prices in the Confidential Tariff.
(5) Reservations. Processing the advance requests for the space
or services with the suppliers.
(6) Passage (air, sea, land)
Transfers. Arrival, departure to
any other local within the
destination.
Tours. Sightseeing tour or
Packaged Tours.
Accommodation and Meals.
Cruises, Attractions, Activities &
Ancillary Services
(7) Accounting. Collecting of payments and payment to
suppliers.
(8) Evaluation. Assessment of the clients’ satisfaction in the
package or product.
Operator
• Overview
• Planning
• Contracting
• Costing
• Quotations
• Reservations
• Accounting
• Evaluation
• Planning
• Contracting
• Costing
• Reservation

When planning the itinerary of the tour packages, the following
information will assist in developing a package that is customer-
focused.
1. Client profile. The market variables come into play here.
During prelims the various travel motivators and types of
travelers were discussed. The more information there is about
travelers, the better and more suitable the tour package is.
2. Destinations requested or proposed. The market variable is
matched with the destination characteristics in order to suit
the product to the market. A destination is requested in an ad
hoc package, while a destination is proposed in a regular tour
package.
Tour Planning
Operator
• Planning
• Contracting
• Costing
• Reservation

3. Duration. The market variable plays an important role here,
as the duration will have to suit the client’s profile. For
example, senior citizens do not like to stay away from
home too long, while the young prefer to stay away from
the routine (school, work, for example) the longer.
4. Category of accommodations. The type of accommodations
depends primarily on the client’s budget and
social/economic status.
5. Meal plan. The number of meals to be included in the basic
package is usually based on what is convenient at the
destination, and is always aligned with the sightseeing
tours and activities included in the package.
Tour Planning
Operator
• Planning
• Contracting
• Costing
• Reservation

6. Sightseeing or activities requested for suggested. Activities
requested are for ad hoc packages, while activities proposed
are the regular tour packages. These will depend on the
destination characteristics sites and sights, and activities.
7. Mode and class of transportation. This aspect is totally
dependent on the destination’s accessibility by the various
transportation modes and client’s budget and convenience.
8. Ancillary services. These services refer to needs outside the
usual and those extraordinary requirements, such as
wheelchairs or dietary requirements. When needed, these
items are always extra and will have to be included in the
costs.
Tour Planning
Operator
• Planning
• Contracting
• Costing
• Reservation

9. Guide and/or tour escort services. When requested,
the costs of these are always prorated. Their
conclusion will always depend of the client’s
request. Example: a Japanese-speaking tour guide.
10. Number of Free-Of-Charge (FOC) allowed or required.
This aspect is always subject to the concession and
availability from the suppliers and the entitlement
based on number of participants. The present
industry practice is one FOC for every fifteen (15)
participants, maximum four (4).
Tour Planning
Operator
• Planning
• Contracting
• Costing
• Reservation

For the destination-oriented objectives, the objectives normally
evolve around any or all of the following characteristics: 1)
accessibility, the cost of accessibility and mobility to and within the
destination; 2) accommodations and other facilities, such as the
quantity and quality of beds for sale; the variety of food and
beverages outlets; and support industries, such as retail sale of
souvenir and handicraft items; 3) the degree of development of
basic infrastructure such as water, electricity, sewage, and drainage
and communications; 4) attractions, sights to view and admire or
activities to participate in and experience; and 5) hospitality
resources, the community’s attitude rewards visitors and language
facilities. All of these combined will enhance the desirability of the
destination to the travelers. Services attitudes and the quality of the
service staff also play a major role in determining the suitability of
the destination.
Tour Planning
Operator
• Planning
• Contracting
• Costing
• Reservation

The ultimate financial objective in tour planning is profit.
Adding markup to the actual costs is called pricing.
Pricing of the tourism product is an exact science since
the tour product is made up of various components
(suppliers). The amount of profit is therefore dependent
on the defined financial objectives. Remember however
that in the tourism industry a cheap holiday means a
cheap product. The price must reflect and be seen by the
buyer as truly reflective of the open-market value. If only
for this reason, the various sellers of the tourism product
most often agree to an equitable share of the costs and
profits.
Tour Planning
Operator
• Planning
• Contracting
• Costing
• Reservation

• Corporate goals or objectives involve the
enhancement of the company’s distinct image .
This is often considered to be perceived image of
the company in the market that aims: 1) attract
clients; 2) make it stand out among its competitors;
3) increase returns by building up communication
of the message; and 6) entice new staff members.
• When the answers to most of the questions above
are on hand, the contracting and costing process can
begin.
Tour Planning
Operator
• Planning
• Contracting
• Costing
• Reservation

• Contracting is the process of negotiating with
suppliers for the most favorable rates, terms
and concessions.
• When negotiating with suppliers, the tour
operator has one single objective: to get the
best available rate, with the most
concessions, at the most favorable terms and
conditions.
Contracting
Operator
• Planning
• Contracting
• Rooms
• Tax & Other
Charges
• Concessions
• Validity
• Procedure and
Condition
• Cut-off
• Deposit
• Form of Payment
• Costing
• Reservation

• More often than not, suppliers will assess the
tour operator’s credibility, potential, track record
and credit worthiness before committing any
contracted rate. The tour operator, on the other
hand, will assess the supplier’s ability to provide
the services contracted reliably and within
specified standards.
• The following must be clearly spelled out in the
agreement for contracted rates:
Contracting
Operator
• Planning
• Contracting
• Rooms
• Tax & Other
Charges
• Concessions
• Validity
• Procedure and
Condition
• Cut-off
• Deposit
• Form of Payment
• Costing
• Reservation

• In air travel, class – first, business, or economy – has to be specified, as well
as the carrier’s frequency and schedule. In some cases, contracting for air
travel consists of chartering aircraft of specified configuration and range.
• For land transportation, equipment may be contracted form either tourist
transportation companies or commuter bus companies. The former have a
more comfortable configuration and are equipped with a public address
system, sometimes with the TV-VCD for long trips. Drivers are service-
oriented and familiar with the sightseeing routes and sites. The latter are
geared to service commuter passengers. In both cases the type and capacity
of equipment to be contracted is essential.
• Contracted rates for land transportation equipment may obtained on a per-
hour, per-trip, per-sectors basis, and either on a per-person or per-equipment
type and size basis, subject to the commuter bus company or tourist
transport operator’s franchise, insurance, driver’s training and the like.
Class and/or Type of Service /
Category and/or Type of Room
Operator
• Planning
• Contracting
• Rooms
• Tax & Other
Charges
• Concessions
• Validity
• Procedure and
Condition
• Cut-off
• Deposit
• Form of Payment
• Costing
• Reservation

• In cases of sea travel, the class of passage – with or
without private facilities, for example – and with or
without meals must be indicated.
• In the lodging industry, the room category is matched
with a contracted room rates. Negotiations may extend
to other business and leisure facilities available at the
hotel, resort and similar accommodations
establishment.
• For suppliers of entertainment and administrators of
tourist attractions, negotiated rates are the entrance fees
to special shows and/or full use of a special venue.
Class and/or Type of Service /
Category and/or Type of Room
Operator
• Planning
• Contracting
• Rooms
• Tax & Other
Charges
• Concessions
• Validity
• Procedure and
Condition
• Cut-off
• Deposit
• Form of Payment
• Costing
• Reservation

• Contracted rates must indicate whether fees, taxes, and any other
charges are included. The commonly used term for a rate that
includes all charges is net inclusive. Contracted rates that do not
include these charges are commonly referred to as plus-plus (Net
++ , the first plus being the taxes due, and the second plus
being the service charge. These are normally a percentage of the
base rate.
• When chartering equipment from transportation companies, the
insurance fees are normally included. However, in some instances,
this fee appears separately. The same applies to toll fees. Rates for
passage on a per-person, pre-sector basis always include the
insurance fees. Terminal fees or taxes, however, are reflected
separately. The insurance fees and corresponding coverage are more
comprehensive for tourist vehicle than other commercial vehicles.
Taxes, Insurance Fees, Service
Charge
Operator
• Planning
• Contracting
• Rooms
• Tax & Other
Charges
• Concessions
• Validity
• Procedure and
Condition
• Cut-off
• Deposit
• Form of Payment
• Costing
• Reservation

• It is very important to note here that violating the
conditions of an insurance policy, such as loading
more passengers than those allowed by the
insurance policy, or operating sectors and areas
not covered by the policy, renders the insurance
coverage null and void.
• Cover charges in restaurants and discos are
inclusive of tax. Minimum-charge policies of some
disco houses and pubs are subjected to tax and in
most cases, service charge.
Taxes, Insurance Fees, Service
Charge
Operator
• Planning
• Contracting
• Rooms
• Tax & Other
Charges
• Concessions
• Validity
• Procedure and
Condition
• Cut-off
• Deposit
• Form of Payment
• Costing
• Reservation

• Suppliers normally grant concessions to tour operators. Tour
operators, in turn, pass these on to their clients. Transportation
companies would normally grant a free ticket for a specified
number of full-paying tickets issued if these are traveling together
on the same sectors, flight and date. Concessions when chartering
transportation equipment may extend to one-hour free use for
every five full hours of use.
• In the lodging industry concessions range from one (1) free bed
for every fifteen (15) paying beds, up to maximum four (4) beds,
to free welcome drink or breakfast included in room rate. As a
rule of thumb, free meals are not granted as concessions.
• Each supplier will grant concessions in accordance to the
perceived potential or actual track record of the tour operator.
Applicable Concessions
Operator
• Planning
• Contracting
• Rooms
• Tax & Other
Charges
• Concessions
• Validity
• Procedure and
Condition
• Cut-off
• Deposit
• Form of Payment
• Costing
• Reservation

Suppliers of services and products must indicate the
validity of the contracted rates, both in terms of time –
year-round with peak/lean or high/low seasons – and
markets. Some suppliers have different rates for different
markets. As a rule of thumb, rates are valid either form 01
January through 31 December or 01 April through 31
March of the following year. For some European
operators, the season may be from 01 October through to
30 September of the following year. The peculiarities of
the destination determine the peak/lean season. The
following are always considered peak seasons on the
Philippines: Christmas-New Year, Chinese New Year and
Validity of Contracted Rates
Operator
• Planning
• Contracting
• Rooms
• Tax & Other
Charges
• Concessions
• Validity
• Procedure and
Condition
• Cut-off
• Deposit
• Form of Payment
• Costing
• Reservation

• Suppliers have their respective reservations policies and procedures. These
must be and are usually clearly spelled out in the contract agreement. The
conditions to keep in mind are: option dates (to cancel, to provide rooming
list, to issue tickets), cancellation penalties, amendment policies, cutoff
period, deposit payments and revisions.
• An option date is a date preset by the supplier, by which time the tour
operator must firm up or cancel a confirmed reservation.
• The supplier levies cancellation penalties when confirmed reservations are
cancelled.
• Amendments refer to a change of dates for a specific reservation. Some
suppliers consider amendments as cancellations and levy penalties
accordingly.
Booking and Reservation
Procedures and Conditions
Operator
• Planning
• Contracting
• Rooms
• Tax & Other
Charges
• Concessions
• Validity
• Procedure and
Condition
• Cut-off
• Deposit
• Form of Payment
• Costing
• Reservation

Some suppliers grant tour operators free sale
facilities. Free sales means that a number of seats,
beds, rooms and the like are allocated to a particular
tour operator to sell within a period of time leading
to a cutoff date. Upon reaching the cutoff date, the
unsold seats, beds, rooms and the like automatically
revert to the control of the supplier. The tour operator
may no longer sell these after the cutoff date. Unlike
an option date/time that is given at the time of
booking, the cutoff date is preset when the
negotiations for allocations are undertaken.
Cutoff Period
Operator
• Planning
• Contracting
• Rooms
• Tax & Other
Charges
• Concessions
• Validity
• Procedure and
Condition
• Cut-off
• Deposit
• Form of Payment
• Costing
• Reservation

• Most suppliers will acquire a deposit payment to confirm
reservations. If no credit facilities exist between the supplier
and the operator, the contract agreement must specify this,
including the refund policy and conditions in case of non-
utilization of confirmed reservations, subject to cutoff period
agreements.
• Revisions refer to changes in number of seats, beds, rooms
reserved or changes in passenger’s names. Unlike
amendments that refer to change of date(s) for the delivery
of a particular product or service, revisions maintain the
basic date(s) but the number of participants and their
respective names are changed.
Deposit Payments
Operator
• Planning
• Contracting
• Rooms
• Tax & Other
Charges
• Concessions
• Validity
• Procedure and
Condition
• Cut-off
• Deposit
• Form of Payment
• Costing
• Reservation

The contract agreement specifies the form
of payment (e.g. cash, company check,
bank draft) and currency. It also specifies
when the payment is due e.g. upon
check-out and if credit lines are
extended, the amount and time limit to
pay up is spelled out (e.g. P100,000 or
thirty days, whichever comes first.)
Form of Payment / Credit Line
Operator
• Planning
• Contracting
• Rooms
• Tax & Other
Charges
• Concessions
• Validity
• Procedure and
Condition
• Cut-off
• Deposit
• Form of Payment
• Costing
• Reservation

• Costing refers to the process of determining
the actual cost of a tour package by detailing
the various components of the package, and
attaching a specific cost represented by the
contracted rate to each, according to the
costing methods detailed in this section.
• Costing can be done for a specific sightseeing
tours, Ad Hoc or Regular tour packages and
for Confidential Tariff.
Costing
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

A tour package is best illustrated in 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 a narrative of the planned
activities and destinations visited. It is produced primarily for marketing
purposes.
Costing Ad Hoc or Regular Tour
Package
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

Sample of Skeletal Itinerary
If quoted separately, this package would be
a Land arrangements Tour Package only.
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

Sample of a Technical Itinerary
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

• The sample technical itinerary in the previous slide is for an
Ad Hoc Inbound group tour from Hong Kong. This 5-day/4-
night Manila/Cebu Package is on full-board basis, inclusive
of roundtrip transfers and sightseeing tours of Manila,
Pagsanjan Falls with Lunch and boat ride, and a Mactan
Island Tour with Lunch.
• The domestic airfare Manila/Cebu may be priced separately.
As this component may also be made part of the
international airfare, and include in the passengers’ air
ticket, Hong Kong/Manila/Cebu/Hong Kong. If the domestic
airfare is combined with the international airfare, then the
package would be an Inclusive Tour Package, sold by the
Hong Kong travel agency.
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

The costs of the components of a tour
package can be either fixed or variable.
• Fixed costs do not change and remain
constant regardless of the number of
participants.
• Variable costs, on the other hand, depend
on the number of projected or proposed
participants.
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

The costs of all tour packages hare always on a per-person basis.
Transportation is the cost by air, sea, or land, to and from a point of origin
to a destination, or destinations and back to the point of origin.
• Transportation costs by scheduled air, or land transportation companies
are always based on a per-person fare and therefore remain constant
regardless of the number. However, the suppliers of transportation
services often extend special reduced fares for group tours.
Concessions such as one Free-of-Charge (FOC) for a minimum number
of full fares are also granted.
• If however, a group tour charters transportation equipment, be it an
aircraft, seacraft, or land vehicle, the total cost of the craft/vehicle is
divided by a predetermined number of passengers, not exceeding its
allowed capacity and within its breakeven load factor – 50% to 60% - that
will use such craft/vehicle. This formula is termed prorated cost .
Transportation
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

Transfers refer to the cost of transportation to and from a
destination’s getaway such airport, pier or bus station to the place
of lodging, and vice versa. Transfers may also be provided from one
location to another within the destination.
• Transfer costs are almost always prorated. However, if the transfer
is by a regular airport shuttle services the cost is fixed per-person,
just like the scheduled transportation service. The fixed baggage-
handling fee paid to porters at the pier or airport may or may not
be included in the cost of transfers. These are fixed per bag. In
certain locations in the Philippines, motorized tricycles or bancas
deliver transfer services. In these instances, the costs of the tricycle
or banca are prorated by a predetermined number of passengers
not exceeding its allowed capacity.
Transfers
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

Sightseeing tours combine the total costs of transportation within the destination to sight
and sites of interests, tour guide’s services, entrance fees, cost of entertainment or activities
and, sometimes, the cost of snacks and meals.
• Sightseeing tours are mini-packages that include transportation, tour guide services,
entrance fees, cost of entertainment activities, and sometimes snacks and meals.
• Transportation costs within a destination to sites and sights of interest are normally
prorated by a normally prorated by a predetermined number of participants not exceeding
its allowed capacity and within its breakeven load factor of at least 50% to 60%.
• Sightseeing tours by a scheduled transportation service is not advisable. Scheduled
sightseeing tours are referred to as seat-in-coach sightseeing. This type of sightseeing
tours will be explained in the Confidential Tariff section of this Chapter.
• The tour guide cost is calculated by adding up the sum total of the tour guide’s fees plus
the cost of transportation, board and lodging on a single-room basis. The sum total is
prorated by a predetermined number of participants. The rule of thumb when calculating
the cost of the tour guide is one guide per vehicle.
Sightseeing
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

Sample Tour Guide Fees Schedule
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

• Entrance fees are always fixed. As a rule of thumb, no
free concessions are given for entrance fees.
• Cost for entertainment activities may be fixed or
variable. For example, the rental fees for a picnic hut at
a picnic camp will normally be prorated, while the
entrance fee to the picnic camp is fixed. A boat rental
may be fixed per person or prorated by the numbers of
riders.
• When meals and snacks are included in the package,
these are always fixed and always include the FOC and
the tour guide.
Activities
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

Accommodations refer to the cost of the lodging, depending on the number
of persons occupying a room, and the costs of meals served within the
lodging establishments.
• When the hotel accommodations are included in the tour package, the
rule is that two persons share a room. Hotel costs are always fixed. For
room costs, the rule of thumb is to prorate the cost of the room by the
number of persons occupying it.
• The room being shared may either be a twin room with two beds, or a
double room with one matrimonial bed.
• If the Twin/Double room rate at La Corona Hotel is US$ 48.00, the per-
person rate for a share-twin or half-twin is US$ 24.00
US$ 48.00 divided by two guests = US$ 24.00
Accommodations
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

• If three guests wish to share one room, there is a triple reduction
representing the cost of a double or twin room plus an extra bed, divided
by three (3) guests. If the extra bed cost at La Corona Hotel is US$ 42.00
the single room supplement is US$ 18.00
US$ 42.00 minus US$ 24.00 = US$ 18.00
• If three guests wish to share one room, there is a triple reduction
representing the cost of a double or twin room plus an extra bed, divided
by three (3) guests. If the extra bed cost at La Corona Hotel is US$ 12.00,
the triple reduction rate is US$ 4.00.
Twin rate US$ 48.00 plus extra bed US$ 12.00 = US$
60.00 divided by three guests = US$20.00 minus half-
twin rate of US$ 24.00 =US$ 4.00.
Accommodation
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

• Some tour operators quote a one-third rate instead of a triple
reduction. In this case the one-third triple rate is US$ 20.00.
Twin rate US$ 48.00 plus extra bed US$ 12.00 =
US$ 60.00 divided by three guests = US$20.00.
• If four guests wish to share one room, the one/fourth quad
rate would be the cost of a double or twin room plus two
extra beds, divided by four (4) guests. If the extra-bed cost at
La Corona Hotel is US$ 12.00, the quad rate is US$ 18.00.
Twin rate US$ 48.-00 plus two extra bed US$
24.00 = US$ 72.00 divided by four guests =
US$18.00.
Accommodation
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

• Therefore, the more persons occupying a room
the less is paid per person.
• Meals in accommodation establishments are
always based on fixed costs.
• As a rule of thumb, meals taken outside the
place of lodging are normally less expensive.
However the additional transportation cost to
and from the restaurant may result in a higher
cost than the same meal served at the place of
lodging.
Accommodation
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

Tour Escort refers to the costs incurred in the accommodations, meals and
some transportation components of the individual who travels with the clients
from the point of origin and back.
• This cost does not normally include the per diem or salary paid by the
employer. The Tour Escorts transportation, accommodations, meals, are
always prorated by the pre-determined number of participants. However,
suppliers’ concessions are always applied to the Tour Escort.
• Please note that while the tour guide costs are calculated by adding up the
sum total of the tour guide’s fees plus the cost of transportation, board and
lodging on a single-room basis, the tour escort’s costs are reduced by
applying all possible concessions.
• Having gained an understanding on how to cost and Ad Hoc Tour Package,
the application of these rules will now be shown in the next pages. Note,
however, that the basic materials needed are the pre-contracted rates.
Tour Escort
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

Sample Hotel and Resort Rate
Sheet
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

A word of caution: foreign exchange
rates fluctuate according to the
economic conditions of origin and
destination countries. It is always
advisable to allow a small
percentage for exchange rate
fluctuations when converting foreign
currency into Philippine Pesos.
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

Sample Land Transportation Rate
Sheet in Philippine Pesos
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

Sample Meal Rate Sheet in US
Dollar
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

Sample Costing for an Ad Hoc
Group
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

1. Service or Component. All the services and components are individually specified
in chronological order, on a day-to-day basis.
2. Cost. This column indicates the net unit cost of each service or component.
3. Passengers’ ”rackets. This section provides the number of persons per bracket to be
used in prorating the costs. Bracket numbers normally follow the configuration of
the equipment being used. Note, however, that the choice of equipment to be used
is always subject to the passengers’ comfort. For example, a group of sixty-four (64)
can easily be accommodated in a bus of forty-five (45) seats and a minibus of
twenty-nine (29) seats. For a short trip, like an arrival transfer, this configuration
should be acceptable. Note: For a longer trip, like a full-day city and countryside
tour, two 40-seat buses, is a better choice. Consider also the feeling of passengers in
a small bus. Some might complain about not having equal-sized vehicles as in the
first example. The automatic concession of one 1 FOC as represented by the +
sign in columns 4, 5 and 6.
4. In order not to re-cost in case of a shortfall, this bracket is based on the proposed
number of participants, less twenty (20%) percent.
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

5. This bracket indicates the proposed number of participants and is
always the basis for brackets 4 and 6.
6. In order not to re-cost in case of an increase in number of participants,
this bracket is based on the proposed number of participants plus
twenty (20%) percent.
7. FOC. The Free-of-Charge column details all cost not given
complimentary by the suppliers.
8. Guide. The Tour Guide column details all cost involved for the tour
guide.
9. S/S means Single Supplement. This column shows the total due for
individuals opting for single-occupancy rooms.
Operator
• Planning
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• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

10. T/R means Triple Reduction. This column shows the total
reduction due to each individual opting to occupy a triple
room with friends or relatives.
11. Sub-Total of Cost. This row adds up all the costs involved,
per person, for each FOC and for each tour guide.
12. Prorate FOC. The total costs of the FOC/s is/are divided by
the number in column 4, 5 and 6. Be sure to allocate one (1)
FOC for every fifteen (15) participants.
13. Prorate Guide. The total costs of the tour guide/s is/are
divided by the number in column 4, 5 and 6. Be sure to
allocate one (1) tour guide for every vehicle.
Operator
• Planning
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• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

14. Total Cost. This row shows the total per-person cost based
on the numbers indicated in columns 4, 5 and 6.
15. Markup/Margin. In this row, add the desired percentage of
markup/margin or profit.
16. Net due to Operator. This row represents the net amount
due to the tour operator.
17. “gent’s Commission. Should a commission be included,
this row shows the commission allocated retailers.
18. Gross Selling. This row shows the gross selling price of the
package.
Operator
• Planning
• Contracting
• Costing
• Overview
• Skeletal
• Technical
• Descriptive
• Reservation

• A Tariff, Confidential Tariff or Rate Sheet is a list of
services and products, with corresponding prices, of
a tour operator. This is distributed to travel agents
and foreign operators.
• The Confidential Tariff or Rate Sheet must not be
confused with the tour operator’s brochure. The
brochure is the tour operator’s marketing tool that
features the services and products in such manner
that will entice the reader to purchase and avail of
the services and products offered. The Rate Sheet is
the sales tool.
Costing a Confidential Tariff
Operator
• Planning
• Contracting
• Costing
• Reservation

• Rarely is the brochure combined with the tariff. Although these two must
be distributed together, the brochure would normally show no prices. The
prices are shown in the Confidential Tariff or Rate Sheet. Having a
brochure with the prices will shorten the life span of the brochure. Most of
the operator’s contracted rates are valid for only a twelve-month period in
most cases. “ tour operator’s brochure, on the other hand, should be used
for at least two years since these are more expensive to plan, produce and
paint.
• When costing a tariff, the golden rule is to negotiate for the best available
contracted rate from the suppliers. ”y the best available we mean the
most competitive rate without sacrificing the quality of the supplier’s
product. Some suppliers, like the accommodations establishments, may
give a low, low rate for their room, but reduce the amenities of the rooms,
such as providing only one towel, instead of two, and no shampoo.
Transportation companies may commit low rental price for a 2000 model
vehicle instead of a 2006 model.
Operator
• Planning
• Contracting
• Costing
• Reservation

• Other factors to consider when negotiating rates with
accommodations establishments are the validity, the concessions
and allocations. Validity of the contracted rate is important. It is
more advantageous for the tour operator to have a longer validity,
regardless of the season. In the Philippines the high or peak
season is Christmas/New Year and Holy Week, and the low /lean
season is during the rainy months.
• Consider and negotiate for concessions whenever possible. A most
common concession of accommodations establishments is a drink.
A breakfast included in the room rate is also a common
concession. For group rates, the rule of thumb is one free bed for
every fifteen (15) full-paying beds. Depending on the
establishment’s policy, the maximum number of beds is normally
four (4).
Operator
• Planning
• Contracting
• Costing
• Reservation

• Having allocations with the accommodations establishments is a
big plus. Allocating ensure availability of rooms year-round and
regardless of season. Hotels and resorts are not keen to grant
allocations as there is no assurance that these will be sold.
However, having a reasonable cutoff date, a specific date when the
allocated room(s) must be used, to release the rooms might
convince the supplier to grant a number of allocated rooms to a
tour operator.
• For transportation companies and supplier other than
accommodations establishments, the golden rule: negotiate for
the best available contracted rate applies as well. The key word is
reduction , that is, what discounts the tour operator can avail of.
Discounts, in this case, apply to published rates, i.e. rates available
to that general public.
Operator
• Planning
• Contracting
• Costing
• Reservation

A Confidential Tariff or Rate Sheet is normally divided into four (4)
categories of services products, namely: Transfer Service, Sightseeing
Tours, Hotel/Resort Accommodations and Meals, and Tour Packages.
• Transfer is a service that involves transporting the clients from
point A to point B within the destination and with no sightseeing
or entertainment en route. The general use of the term involves
meeting and assisting clients at the gateway (airport/pier/bus
station) and moving them to the lodging establishments, or vice
versa. Aside from the transportation component, an
arrival/departure transfer also involves the services of a Tour
Coordinator/Airport Rep. A private transfer would also include
the services of a tour guide. Transfers can also be used between
the lodging establishment and a restaurant, and vice versa, but
this may be part of a Dinner Package.
Confidential Tariff
Operator
• Planning
• Contracting
• Costing
• Reservation

• Sightseeing tours are min-packages that entail
transportation to the sites and sight of
interest in the locality, the services of a tour
guide to provide pertinent commentaries,
and walking visits or tours and/or
entertainment. Sometimes sightseeing tours
include participatory activities such as
shooting the rapids in Pagsanjan.
Confidential Tariff
Operator
• Planning
• Contracting
• Costing
• Reservation

• Accommodations and Meals are a listing of
accommodations establishments with the applicable
room rates, in Twin/Double, Single-occupancy
room, Triple room, Extra Bed, plus the prices of
meals, such as Breakfast (Continental, Filipino,
American and the like) Lunch and Dinner. Meal
prices are based on the table d’ hotel or regular set-
plate or set menu, which normally consists of soup,
salad, main dish and dessert.
Confidential Tariff
Operator
• Planning
• Contracting
• Costing
• Reservation

• Tour packages would consist of transfers, sightseeing tour (if any),
accommodations and meals, and transportation costs. The four (4)
categories of tour packages, discussed in detail in Chapter VII, are
summarized as follows:
• Ground Arrangements. Include transfers and sightseeing tours only.
• Land Arrangements. Include hotel accommodations (with or without
hotels meals), transfers and sightseeing tours.
• Inclusive Tour Packages. Include transportation to and from the
destination, hotel accommodations (with or without meals), transfers
and sightseeing tours.
• Inclusive Escorted Tour Packages are inclusive packages plus the services of
a Tour Escort. A Tour Escort manages the tour movements from the point
of origin to the destination(s) and back.
Confidential Tariff
Operator
• Planning
• Contracting
• Costing
• Reservation

• The tour operator on the basis of what the
target market wants determines the above-
mentioned products and services.
• The special Ad Hoc packages for specific
markets were taken up in the previous
section of this chapter.
• A basic rule to remember when costing a
tariff is: The lower the cost, the higher the
margin.
Confidential Tariff
Operator
• Planning
• Contracting
• Costing
• Reservation

Sample Mark-up Scale
Operator
• Planning
• Contracting
• Costing
• Reservation

The sample costing for confidential tariffs in
the following pages are in the Philippine
Pesos, rounded off to the nearest zero, and
based on the sample rate sheets in the
previous figures.
Sample Costing for Confidential
Tariffs
Operator
• Planning
• Contracting
• Costing
• Reservation

Try this! (Sample Costing for
Transfer Service)
Operator
• Planning
• Contracting
• Costing
• Reservation

Answer
Operator
• Planning
• Contracting
• Costing
• Reservation

1. Number of passenger brackets varies from tour operator to tour operator.
Normally, brackets follow the configuration of the equipment being used.
2. The + sign after each passenger figure represents the free-of-charge (FOC)
concession granted to the client. In this sample, no FOC are included as the
FOC cost is minimal.
3. Transportation costs are prorated, i.e. divided by the number in the passenger
bracket.
4. Tour Guide costs are optional, depending on the tour operator’s policy. “s a
rule, tour guide services are required for private transfers.
5. Tour Coordinator’s costs are based on 1-2 hours as a minimum, depending on
utilization. Some tour operators base this cost on the average daily wage.
6. Markup percentages vary from tour operator depending on the company’s
overheads and desired profits. However the bottomline price must be
competitive.
Explanatory notes
Operator
• Planning
• Contracting
• Costing
• Reservation

Try this! (Sample Costing for the
Hotel/Resort Room and Meal Rates)
Operator
• Planning
• Contracting
• Costing
• Reservation

Try this! (Sample Full Day
Sightseeing Tour)
Operator
• Planning
• Contracting
• Costing
• Reservation

1. Number of passenger brackets varies from tour operator to tour operator. Normally,
brackets follow the configuration of the equipment being used.
2. The + sign after each passenger figure represents the free-of-charge (FOC) concession
granted to clients.
3. Transportation costs are prorated, i.e. divided by the number in the passenger bracket.
4. For bracket 24 + 1 a full-size bus is used for costing. A minibus could also be used
instead.
5. The tour Guide Fee is US$ 40.00 at PhP50.00/US$. The Tour Guide costs include Lunch,
although Lunch is normally a concession granted by the supplier.
6. FOC cost is multiplied by two in bracket 30 + 2 and by three in bracket 45 + 3. This cost
includes the boat ride.
7. Markup percentages vary from tour operator to tour operator depending on the
company’s overheads and desired profits. However the bottomline price must be
competitive.
Explanatory notes
Operator
• Planning
• Contracting
• Costing
• Reservation

Try this! (2-days/1-night Tour
Package)
Operator
• Planning
• Contracting
• Costing
• Reservation

1. Number of passenger brackets varies from tour operator to tour operator. Normally,
brackets follow the configuration of the equipment being used.
2. The + sign each passenger figure represents the free-of-charge (FOC) concession
granted to the client.
3. Transportation costs are prorated i.e. divided by the number in the passenger bracket.
4. For bracket 24 + 1 a full-size bus is used due for the sake of passengers’ comfort since it is
assume the trip is quite long.
5. The Tour Guide Fee is US$ 160.00 at PhP50.00/US$. This is based on two (2) full days at
US$ 40.00 each, plus evening services on Day 1, at US$ 30.00, and a rest-over-night
(RON) fee of a US$ 50.00. Tour Guide costs also includes all meals while away.
6. FOC is multiplied by two in bracket 30 + 2, and it is based on two (2) FOCs sharing one
room.
7. Markup percentages is fixed at 20% regardless of cost, however the bottomline price
must be competitive.
Explanatory notes
Operator
• Planning
• Contracting
• Costing
• Reservation

It may occasionally happen that an odd-
numbered tour group leaves a person who
has purchased a tour package on a share-
twin basis, with nobody to share a room
with or a pair sharing room of the opposite
gender not married or related. These cases
results in Involuntary Single . The tour
operator will pay a single supplement due
for the involuntary single-occupancy
Operator
• Planning
• Contracting
• Costing
• Reservation

When costing products and services inclusive of
commission for retailers, the basic formula is to
divide the net tariff rate by .9 if the desired
commission is ten (10%) percent. If the desired
commission is fifteen (15%) percent, divide the net
tariff rate (not the total cost) by .85. If the desired
commission is twenty (20%) percent, divide the net
tariff rate, which includes the tour operator’s
markup, by .8 in order to get the desired commission
level.
Wholesale Prices and Commission
Levels
Operator
• Planning
• Contracting
• Costing
• Reservation

• Transfer Service. The net to operator cost
shown below for transfer services has a
twenty-five (25%) percent markup, as
shown in the next slide, which is
derived by multiplying the total cost by
25%. To determine a ten-percent
commission structure, divide the net to
operator cost by .9, as shown in the next
slide:
Transfer Service
Operator
• Planning
• Contracting
• Costing
• Reservation

Sample Commission Calculation
for Transfer Service
Operator
• Planning
• Contracting
• Costing
• Reservation

• Full Day Sightseeing Tour. The total cost
shown in the next slide for a full day
sightseeing tour has the cost of the FOC
concession and Tour Guide prorated by
the number of the participants in the
bracket. The resulting total, which is the
net to operator rate, is then divided by .9
to calculate a commission of ten (10%)
percent for retailers, as shown below:
Full Day Sightseeing Tour
Operator
• Planning
• Contracting
• Costing
• Reservation

Sample Commission Calculation
for Full Day Sightseeing Tour
Operator
• Planning
• Contracting
• Costing
• Reservation

• 2-day/1-night Tour Package. The total cost
shown below for a 2-Day/1-Night Tour
Package, has the cost of the FOC concession
and Tour Guide prorated by the number of
participants in the bracket. The markup is a
straight twenty (20%) percent as shown in the
next slide for all bracket of participants. The
resulting total is then divided by .9 to
calculate commission of ten (10%) percent for
retailers, as shown below:
2-day/1-night Tour Package
Operator
• Planning
• Contracting
• Costing
• Reservation

Try this!
Operator
• Planning
• Contracting
• Costing
• Reservation

• Ad Hoc Costing Sheet. The total cost shown below for the
Hong Kong Merchant’s bank Group in Fig. 8-7, an Ad Hoc
request and costing, has the FOC concession and Guide costs
prorated by the number of participants in the bracket. The
markup is a straight ten (10%) percent for all bracket of
participants with no commission due whatsoever.
• It is up to the Hong Kong retail travel agent to add a markup
on the amount due. This is normally done after combining
the land arrangements with an airfare to produce an
inclusive escorted tour package.
Operator
• Planning
• Contracting
• Costing
• Reservation

Ad Hoc Costing Sheet
Operator
• Planning
• Contracting
• Costing
• Reservation

• A Quotation is the sum total price of services
requested or proposed. A Firm Quotation is the sum
total price of services requested, reserved and
reconfirmed.
• The Proposal is a formal quotation indicating the
category of accommodations, meal plan, included
transfers and tours, number of complimentary
concessions, booking terms and payment
conditions. It is normally made up of a cover letter
indicating the foregoing, with an attached technical
and/or descriptive itinerary.
QUOTATIONS & PROPOSALS
Operator
• Planning
• Contracting
• Costing
• Reservation

• Once the client has accepted the proposal in writing, the
processing of required reservations may commence.
• As explained during midterms, The Travel Management
Cycle, reservations are advanced requests for available space
or services at sometime in the future. A confirmation is a
written advice by a supplier that a reservation has been
accepted and will be honored, thus the term confirmed
reservations .
• When placing reservations with suppliers, the information
relayed through the different methods is basically the same,
however the most important aspect is to ensure that the
reservations are received, accepted and confirmed.
Reservations
Operator
• Planning
• Contracting
• Costing
• Reservation

• To affect reservation for tours, follow the methodologies detailed
as explained during the midterm period. Note that the Field
Operations Supervisor always makes the reservations for the land
transportation required for transfer services and the sightseeing
tour within a destination and for the services of a tour guide.
• Please also note that in the tourism industry, a person of 12 years
old and above is considered a full-fare adult. A child fare of fifty
(50%) percent is usually applied to an individual between ages 2
to 11 years of age, while infants up to 23 months old pay ten (10%)
percent or no fare at all.
• Also, Philippine law requires transportation companies to grant a
twenty (20%) percent discount to bona fide senior citizen aged 60
years and above.
Reservations
Operator
• Planning
• Contracting
• Costing
• Reservation

When making manual reservation with interisland shipping
companies above the following information:
1. Passenger/s Name and Numbers. Provide the number of
passengers (adults/children with corresponding ages) with
complete name(s), family name first, followed by the title
(Mr./Mrs./Ms./Mstr.) and first name initial. In cases of group
reservations, the name of the group or code followed by the
breakdown of accommodations is sufficient.
2. Date of Departure. Refers to the scheduled sailing date of the
vessel.
3. Embarkation/Debarkation Points. These are the origin port and
Manual Reservation: Lodging
Operator
• Planning
• Contracting
• Costing
• Reservation

4. Breakdown of Accommodations. Specify the types and corresponding number of
accommodations being reserved. For example: Business-class accommodations in two (2)
cubicles for four passengers and three cubicles for six passengers, total twenty-six (26)
berths. Another example: Economy berths for sixteen (16) passengers.
a) Note: A suite room is located in the upper decks of the vessel with a large porthole (window); it
has a large bedroom, lounge, and private facilities with bath tub.
b) A stateroom is like a suite room, but with a smaller bedroom, and private facilities with showers
only.
c) A cabin is a bedroom with private facilities and no lounge. It may have a porthole (outside cabin)
or no porthole (inside cabin).
d) Business-class accommodations are in cubicles of four, six, or eight berths. Facilities are shared.
e) Tourist class accommodations are in upper/lower bunks, dorm-type, in airconditioned, indoor
areas of the vessel. Facilities are shared.
f) Economy class accommodations are similar to tourist class but situated in the open-deck areas of
the vessel.
g) These configurations vary from vessel to vessel, but as a general rule these may be described as
such.
Operator
• Planning
• Contracting
• Costing
• Reservation

Once the reservation has been received,
request for its status and ticketing option.
Reconfirm the number of meals included in
the fare. Regular fares normally do not include
meals. Ask for the name of vessel, departure
pier and time, and the arrival pier at the
destination and the scheduled date and time of
arrival.
Operator
• Planning
• Contracting
• Costing
• Reservation

When placing manual reservations with restaurants and other
food and beverage establishments, provide the following
information:
1. Passenger(s) Names and Number. Provide the number of
guests and a Lead name or the name of the tour escort.
2. Date of Event/Function. Specify the date the reservation is
requested and the estimated time of guests’ arrival.
3. Number of Tables. Specify the number of tables and their
respective configurations that is how many seats per table,
and preferred location in the hall. For example: two (2)
tables of six (6) seats each, for twelve (12) near the stage.
Manual Reservation: Restaurant
Operator
• Planning
• Contracting
• Costing
• Reservation

4. Type of Service Requested. Indicate the type of service
requested, like set menu, a la carte, buffet service with or
without drinks, approved brand of alcoholic drinks, and
the like.
5. Form of Payment. Advise the restaurant on how payment
will be made if there are no credit arrangements.
6. Tour Guide’s Name. Provide the full name of your contact
person, either the tour guide or the tour leader or escort.
 Once the reservation is accepted, double check the show
time.
Operator
• Planning
• Contracting
• Costing
• Reservation

• While most of the time the foregoing information is initially
provided by the telephone, it is prudent to follow up or make
sure to send the above information in black-and-white by the
letter to firm up the reservations.
• Nowadays email and faxed booking orders with an authorized
signature are accepted at reservation documentation.
• However for the transactions that involve substantial amount
of money, such as reservations for tour groups in
accommodations establishments, Reservation Requests or
Bookings Orders are sent to the supplier as discussed during
the midterm period, followed by the rooming list when
available.
Operator
• Planning
• Contracting
• Costing
• Reservation

Operator
• Planning
• Contracting
• Costing
• Reservation

The Booking card for Tours is the
working form of the Tour Operations
Department. It is a complete record
of all requirements of the passenger
and provides a history of actions
taken, confirmation, option dates,
and relevant information.
The Booking Card for Tours
Operator
• Planning
• Contracting
• Costing
• Reservation

To properly fill out and accomplish this form, read the
following guidelines:
1. DATE. Write the date the card is issued.
2. REFERENCE NUMBER. Write the assigned reference
number/code for this transaction. Some organizations do
not write anything in this box unless a deposit payment
has been made.
3. N“ME s . Write passengers’ family name, followed by a
slash, then first name and title. Write age of children, if any.
Male children are addressed as Master or Mstr.
Operator
• Planning
• Contracting
• Costing
• Reservation

4. FORM OR P“YMENT. Write cash or card for walk-in
clients or invoice for with credit facilities.
5. “GENT’S N“ME, F“X No. & N“ME OF CONT“CT
PERSON. Assume a name of a travel agent or outbound
tour operator in the country of origin.
6. PHONE NUMBER, FAX No. & EMAIL ADDRESS. Write
the agent’s phone number, fax number and email address.
7. INTERNATIONAL ARRIVAL/DEPARTURE
INFORMATION. Write the arrival and departure
information, such as date, flight number or name of vessel
and ETA/ETD.
Operator
• Planning
• Contracting
• Costing
• Reservation

8. HOTEL/RESORT ACCOMMODATIONS. This is a list of accommodation
requirements, including number of rooms and the dates of the meals to be
provided.
a) City. Name the city or place where the hotel/resort is located.
b) Arr. Arrival date, check-in date.
c) Dep: Departure date, check-out date.
d) Name of the Hotel/Resort Name. Write the address, phone, fax and email address at
the back.
e) Status/By. Write the Confirmed or waitlisted and the name of hotel/resort reservations
staff who provided the status of the reservation.
f) Write the room type & the number of rooms required, for example, single, twin, or
double.
g) Write the meals to be provided with the corresponding dates.
Operator
• Planning
• Contracting
• Costing
• Reservation

9. DOMESTIC FLIGHT/SHIP/BUS INFORMATION. Write the schedule of flights/vessel name or the bus
number and company for travel within the Philippines.
a) DATE. Date of travel: normally alpha-numeric day and month in three letters. Example: 01 JUL
b) FROM. Write point of origin.
c) TO. Destination point (and so on and so forth). Last box is last destination point.
d) FLIGHT NUMBER/NAME OF VESSEL/BUS COMPANY & NUMBER. Write three-letter airline code
and flight number and booking class; vessel name and accommodation type; bus body or plate
number.
e) ETD. This is the estimated time of departure from the origin point.
f) ETA. This is the estimated time of arrival at destination point.
g) STATUS/By. Write status as per airline/ship or bus company reservations staff or CRS monitor.
h) PNR. Write Passenger’s Number Record as per airline reservations staff or CRS monitor if applicable.
i) OPTION. This is the date and time when the ticket/s must be issued to avoid cancellation.
Operator
• Planning
• Contracting
• Costing
• Reservation

10. TRANSFERS & SIGHTSEEING TOURS. A summary of transfers and
sightseeing tours requested.
a) CITY. Write name of city where tour is requested.
b) DATE. Write the date the transfer or tour is to be provided.
c) TRFs. Specify if one-way transfer (ARR or DEP) or roundtrip (RT) transfers
are to be provided.
d) SIGHTSEEING TOURS. Write name of tour or tour title.
e) HOURS. Write the number of tour hours.
f) AM-PM. Write if in the morning (AM) or in the afternoon (PM) or full day
(FD).
g) STATUS/By. Write the status and the name of person who confirmed the
Operator
• Planning
• Contracting
• Costing
• Reservation

11. BOOKING ORDERS or RESERVATIONS REQUESTS ISSUED
BY: Write the name of the person who prepared the Booking
Orders or Reservations Requests.
12. TOUR VOUCHERS ISSUED BY. Write the name of the person
who issued the Tour Vouchers or Exchange Orders.
13. PREPARED BY. Write the name of the person who prepared the
Booking Card for Tours.
The Quotations and Reservations staff of the Tour Operations
Department of a TMC/Travel Agency always prepares the Booking
Card for Tours. Some organizations designate these individuals as
Staff Assistant-Reservations or Staff Assistant-Quotations. Others
designate them simply as Staff Assistant-Tours.
Operator
• Planning
• Contracting
• Costing
• Reservation

11. Tour Operators Cycle

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11. Tour Operators Cycle