Greenway Tours Group Meeting Planning

The assignment involves analyzing the needs of a group, Greenway Tours, that has booked a stop at a hotel. The group consists of 82 guests, including Patricia Clark as the tour escort. The group requires double rooms with some King and Double/Double room preferences. They have negotiated a per-night rate of $139 for all room types, with one comp room per 40 rooms occupied. The assignment also involves creating a group resume, which includes information such as group name, meeting name, official days/dates, group contact(s), hotel contact, group profile, anticipated attendance, and group room block details.

HOSP 2011 Online –
1. Second-Tier Cities
Find the website of a Convention and Visitors Bureau of a second-tier city. Answer the questions below.
A. What is the name of the city? Include the link to the website.
B. How easy/difficult is it for meeting planners to navigate the site in search of information about
meetings? Explain and provide some examples.
2. Third-Party Meeting Planners
Check out the website of third-party meeting planning company HelmsBriscoe
http://www.helmsbriscoe.com/
A. If you were a meeting planner, what are some reasons you might use this company to plan your
meeting for you? Use your own words.
B. If you were a sales person for an independent hotel or resort, how could HelmsBriscoe help you
reach and serve clients? Summarize and use your own words.
3. Check-in/Check-out
Describe, in your own words, ways that hotels can insure trouble-free room check-in and check-out for
groups.
4. Booking outside the block
What problems are caused when meeting attendees bypass the group’s housing system and book
outside the block?
5. Market Segments
Compare the Association market with the corporate market. Type an “X” in the box that fits each
characteristic in the chart below. Only choose Association or Corporation for each.

Characteristic/Needs Association Corporation
Longer lead-time
Shorter duration of meetings
More predictable time cycle/pattern
Mandatory attendance
Geographic restrictions
6. Write a group resume
Greenway Tours has booked a stop at your hotel on its Spring Garden Tour through your region, which is
well-known for its beautiful blossoming trees and the botanical garden in the city. Your meeting planner
from Greenway is Bob Johnson, but Bob will not be accompanying the group. The tour escort is Patricia
Clark.
Bob negotiated a per-night room rate of $139 at your hotel, for all room types. He also negotiated a deal
of one comp room per 40 rooms occupied. Other details are below.
 82 guests, all in double rooms. About half want King rooms, and half want Double/Double
rooms. Some are married couples, and some are just traveling with friends. Age range is 40 to
70.
 1 single room for Patricia
 Group arrives in two buses on Friday, April 24 at about 4:00pm. Buses will need parking.
 Pre-registration required
 Luggage handling required. Bell staff to deliver guests’ bags to their rooms, and pick up on
departure day. $5 per person round trip, charged to master. Bell staff not allowed to accept
additional tips.
 Group departs Sunday, April 26 at 9:00am.
 They will be out on tours on Saturday from 9:00am until 9:00pm.
 Group dinner in a private room Friday night at 6:30pm.
 Group breakfast in a private room on Saturday and Sunday at 7:00am.
 All room and tax charges go to the master account. Banquet charges on the master account.
Guests are on their own for incidentals.
Your assignment: using the hotel or resort you have chosen for your project as the host hotel, and using
the resume blank that starts on the next page, write the group resume for the Greenway Tours group.
(The blank is set up as a table; just click in each box and type.)
Grand Sierra Resort
https://www.grandsierraresort.com/

Group Resume
Group Name:
Meeting Name:
Official Days/Dates:
Group Contact(s):
(For this exercise, you only need the name(s), not the contact info.)
Hotel Contact:
(Student: This is you. Put your name here.)
Group Profile:
Anticipated
Attendance:
Group Room Block:
Day:
Date:
Block:
Major Arrival Date:
Estimated Time:

Major Departure Date:
Estimated Time:
Reservation Method:
Rates: Single: Double:
Comp. Room Policy:
Transportation:
Billing Information:
VIP(s):
Name Arrive Depart # Ppl. Room Type Billing
Departments:
Front Desk:
Housekeeping:
Bell stand:

Garage:
Other information:
Scheduled Functions:
Day/Date/Time Function and set-up style Room Name