Rates & Package Overview - Property Management Software for Resorts

The RDP system has been installed at over 1000 locations over the last 20+ years.  To accommodate the requirements of this large and diverse customer base has required the development of a very powerful rate and package system that is included with our core system at no additional charge. All rates can be calculated by season, room type, and number of guests. In addition to room only rates and packages, RDP has the ability to create Discount Rates, Rate Plan Patterns, and Best Available Rates.

The RDP package system uses a "pool of reusable package components".  You define a package component one time, and this component can then be used in many different packages.  For example, you may wish to include a bottle of wine in 10 different packages.  The "wine component" is defined one time, including its price, general ledger account, etc.  This component can then be used in any package.  This design allows you to create new packages "on the fly," in less than a few minutes.

The system has the capacity to have thousands of different packages, each with up to 99 components.  Packages are configured with "start and end" dates, and other parameters to make the reservations department as efficient as possible. A reservationist enters the arrival date, departure date, and number of guests. The system then displays the rates and packages available for those dates in less than one second.

In addition to the information in this section, please see Yield Management for related information.

Automatic Package Calculation by Season, Unit Type, etc.

The RDP package system is designed to automatically calculate the cost of each rate or package based on the following criteria:

Manual Override of Package Price and Tax

Reservationists can override the calculated price of a package with the proper management password. For example, if a golf package is calculated to cost $250 for a given day for 2 adults and one child, the reservationist could offer a discount to $220.  The system can prompt for the "management override password" to ensure that discounts are approved.  It is also possible to configure a given package as "no discounts allowed".

The calculated tax on a package can also be changed for non-taxable entities.

Fully Compatible with the Internet Reservation Module

RDP offers the optional Internet Reservation Module (IRM) to provide 24 hour a day, 365 day/year guest reservations via the Internet.  Guests, travel agents, wholesalers, groups, and owners can make reservations directly on your system, from any computer connected to the Internet, anywhere in the world. All features described in this section are available for Internet Reservations as well as internal reservations.   

For more details on the Internet Reservation Module, click here.

One Item Appears on Guest Folio

Each package defined in the system can have up to 99 different components.  For example, a given package may have a room revenue component, golf each day, breakfast every day, and one massage.  Each of these components can have a different price for each season, room type, etc., as well as a different general ledger account.  However, the guest confirmation and folio only shows the total package price and description, such as "Weekend Golf Getaway $360", while the Daily Manager's Report and integrated general ledger display the package breakdown.

Fast & Easy Package Setup with Package Component Pool

Package components are defined one time and placed in a "component pool" that is then available for selection on many packages.  For example, you can define components as follows, with prices for 52 seasons.

When creating a package, up to 99 components are selected from the pool.  For example, you can create a package called "Lunch and Golf", and then select component # 2, 3, 4, 5 from the component pool.  In this example, if there was one adult and one child, the price of the package would be automatically calculated based on the components and season.

The "reusable package components" design ensures that a given component, such as "golf" is only defined one time, no matter how many golf packages are required. It also allows fast, easy package setup.  A new package can be created in a few minutes by selecting pre-defined components.

In addition to reducing system administration costs, easy package creation allows one-time packages to be created "on the fly". If a group wants a package with dinner, golf, and a bottle of wine for each guest, create this package in seconds, just for the one group. This design allows management to make better use of packaging for marketing purposes, and increases revenue at the property.

Four People Classifications to Calculate Package Cost

The system calculates package cost for up to four "people classifications". Each customer decides how many people classifications to use, and what to name them. Many customers only utilize one classification - adults. Others may have two (adults and children), and some use all four (adults, youths, kids, tots).

While RDP named these "people classifications", they can be used to calculate rates on any category. For example, there could be "adults, kids, pets, skiers". With this configuration, a package could be created that charges $50.00 per day for each skier entered on the reservation.

The system automatically calculates the correct room rate and charges for all components based on the possible combinations of the four people classifications. For example, the room charge could be $100 for 1 adult, $120 for an adult and 1 child, $125 for an adult and 2 children, $135.50 for an adult, two children and one pet.

Components are automatically calculated based on the season and the number of people in each people classification. For example, a golf package is established for the spring with charges of $50.00 for each adult, $40 for each youth, $35 for each child and "tots are free". The same package can automatically charge a different amount in the summer, and another amount for the fall, all falling under the universal "golf package" code.  Golf prices can also be different depending on what golf course is selected.

RDP's Itinerary and Concierge Module can be used to schedule all activities that go along with packages, such as skiing, golf, lessons, etc, even on an hourly basis.  Coupons and a complete itinerary can be printed for each guest or group.

Different Package Allowed each Day

Each day of a reservation can have a different rate or package assigned. For example, a guest staying 5 nights, may have the following rates:

Components by Unit Type or Unit Number

Normally, package components such as "Golf" are the same price regardless of the unit type a guest books. However, a golf package can be created where golf is included at no charge if the guest books a suite, otherwise costing $75.00 for all other room types.

It is possible to have the system automatically calculate the room rate or components by specific unit number. For example, a customer rents 300 houses that are very different from one another. Each house has a different room revenue component in the package. House 101 may be $300 per night, while House 202 is $400 per night, with both using the unit type "House."

General Ledger Account Number

Each component can have a different general ledger account number. Reports are available showing the total revenue each day for every account number. For example, a package can be created with 10 different components, each with its own revenue account.  For details on RDP's integrated GL system, click here.  See the table above for an example.

Owner Billing Split

For customers using the Condominium Owner Module, or Timeshare Owner Module, each component can be defined to pay the owner a pre-defined revenue percentage or not.  Normally, an owner is only entitled to a portion of the room revenue, and does not receive a portion of incidental components, i.e. golf, lift tickets.

Daily & Lump Sum Components

Daily and lump sum components may be added to the same package. For example, a golf green fee component is daily, meaing the seasonal price is charged every day the package code is assigned. Another component, "Wine," can be defined as  "lump sum" and is only charged on the day of check-in. It is possible to create packages with a wide variety of daily and lump sum components, such as:

Canadian PST & GST Taxes

Each component can have up to four taxes automatically calculated, with different general ledger accounts assigned to each. Tips and gratuities can also be automatically calculated at different percentages for each package component.

Canadian customers are required to track PST (Provincial Sales Tax) and GST (Goods and Services Tax), or HST (Harmonized Sales Tax) on every component. They are also required to report these tax amounts on guest folios and other reports. The rates and packages module is fully PST/GST/HST compliant. Additionally, certain guests may be established as "PST" or "GST" exempt without defining additional packages or making manual adjustments.

Full Description of Each Package

Each daily package, lump sum package, or non-package rate plan can have a unique descriptive information screen. This allows the reservationist to quickly describe the rate/package to the guest. This information can also be sent to the guest via Email, Fax, or US Mail.  A sample full package description follows:

Rate and Package Rules

The system supports a variety of "rules" for packages, including:

• Starting and ending dates
• Minimum & maximum nights
• Required starting day of the week (i.e. - must start on Friday, with a 2 day minimum)
• Minimum and maximum people
• Control what order packages appear on the yield management screen
• Establish packages that can be only for groups, or one specific group
• Different rates for up to 52 seasons
• Should the package appear on the Internet Reservation Module?

Yield Management & Packages

The yield management system is fully compatible with daily packages, lump sum packages, and non-package rate plans. Cutoffs can be established for each rate plan up to four years in advance. For example, a AAA Discount Rate can be established at $150 for the summer. However, from July 4th through July 8th the rate can be cut-off, allowing only higher rates during this busy weekend. Partial cut-offs can also be used. For example, the discount rate can be set to 30% occupancy for July 4th to 8th. With this cut-off defined, the system allows this rate to be booked until the property is 30% occupied and then automatically cuts  off. Cut-off percentages are based on either the occupancy of the entire property or occupancy by unit type. For example, the golf package could be cutoff when the occupancy of SUITE is at 50%, and when the occupancy of DOUBLE is 35%.

Discount Rate Plans

A single rate plan or package can be created with multiple discount amounts. A percent discount can applied to each rate, all the way up to 90% off. For example, RACK Rate may be the standard rate, but 10%, 15% and 20% discount rate are needed. Simply apply the desired discount percent to the rate without having to create new pricing, adjust seasons or extra person charges.  A "negative" discount can also be created, which increases the price by a specified percent. For example, RACK Rate may the be standard rate, but during holiday weekends the rate goes up by 10%. Use a negative discount amount to increase the price for that holiday.  

Advance Purchase Rates

Working in conjunction with Discount Rate Plans is Advance Purchase Rates. These allow you to set a specific number of days in advance of the guest's arrival that a discount is applicable. This feature encourages guests to plan ahead, and helps properties reach early occupancy goals. For example, if a guest books 60 days in advance, the discount amount is 20%. If booked 30 days in advance, the discount is now 10% off. Waiting until 14 days prior to arrival, they may only receive a 5% discount. The system automatically hides rates that do not meet the advance date requirements. Advance Purchase Rates are designed to work with the Internet Reservations Module (IRM).

Rate Plan Cutoff Tiers

Rate Plan Cutoff Tiers can be configured on the IRM.Net to turn on or off certain rates based on occupancy. For example, a 20% discount can be offered to guests if the property is less than 50% occupied. Once 51% occupancy is reached, that discount is cutoff but a 10% discount is available instead. Once the property is 80% full, no more discounts are available. This feature can help maximize occupancy and revenue.

Rate Plan Patterns

Rate Plan Patterns allow you to set a rate for specific days of a guest's stay in a pattern form. Rate patterns can be set up for special promotions such as Stay 3 Nights Get the 4th Night Free. Patterns eliminate the need to manually change rates and do not require any pro-rating. Plus, they are easy to set up and work with your existing rates. By selecting the correct pattern, they system automatically changes rates when a new rate is scheduled in the pattern.

Best Available Rate

Best Available Rate or BAR is designed to be your best published rate, allowing a specific rate to be defined for a specific date. For example, on September 30 the best available rate is 15% discount, while October 1st the best rate is a 5% discount. Best Available Rate works well in markets where there is a great deal of competition, and staying below competitors rates is essential to attracting guests to your property.

 Software Overview

Resort Data Processing (RDP) software has been installed since 1981 at over 1000 locations worldwide (see customer list).  Please use the links below to learn more about RDP software for Hotels and Resorts. If you are renting homes or condominiums on a short term basis, please start with Vacation Rental Overview.  Timeshare properties should begin with our Timeshare Overview.  Our Campground system is also available.  Our systems are fully integrated, so all features in our hotel system are available for vacation rentals and timeshare resorts and vice versa.

Please contact RDP Sales for pricing information or to schedule an onsite demonstration.