HOW TO COMPLETE AN RFP FOR A BOOK YOUR BLOCK EVENT
Understanding The Hybrid - Net Wholesale Booking Model
Book Your Block (BYB) collects the Book Your Block MARKUP from the guest at the time of the guest booking, which is exclusively retained by Book Your Block. The Hotel will charge the guest the NET Room revenue plus TAXES, preferably at Check-In or as per the Hotel policy submitted in this RFP for approval by Book Your Block. There is no post event commission or rebate paid by the hotel to Book Your Block in this booking model. Book Your Block receives our fees directly from the guest at the time of booking.
Benefits of the New Model
BYB receives its booking fees directly from the guest as a means to secure the reservation.
By securing the reservation with a credit card deposit amount the guest is more committed to fulfilling the booking.
The workflow eliminates post event room reconciliations between Book Your Block and the hotel.
No need for post event invoices to be sent to hotel for commission or rebate amounts.
No post event payment is due from the hotel to Book Your Block.
Eliminating several post event steps saves considerable human resource time on the part of
the hotel and Book Your Block.
RFP Communication
You will receive an email with a link to access the event RFP. Click on the link to access the information. To enhance efficiency the entire RFP process is contained within the online platform.
How to Provide Room Information and Rates
The property provides a room type and a description. This information will propagate directly onto the booking site attendees will review so it is important to provide detailed information on all the room amenities.
Understanding How Sell Rates are Calculated
The hotel provides the NET RATE in the RFP. The NET RATE is similar to what you would provide to an OTA (factoring this is a group block), which we will mark-up.
The PERCENT MARKUP (BYB up front booking fee) and the DOLLAR MARKUP (the right holder rebate) are automatically included in the RFP..
SELL RATE: The nightly room rate the guest will see posted on the Booking Site, referred to as SPECIAL EVENT RATE, will calculate automatically once the hotel enters its NET RATE.
SELL RATE = the hotel NET RATE + the BYB PERCENT MARKUP + BYB DOLLAR MARKUP
EXAMPLE
2 QUEEN BED SUITE - NON SMOKING
# ROOMS = 100 per night
NET RATE = $100 per night (input by hotel)
PERCENT MARKUP = 10%
DOLLAR MARKUP = REBATE = $10 per room night.
Our system automatically calculates the
SELL RATE = $100 + 10% ($11.11) + $10 = $121.11
Rate Integrity
For price integrity, The SELL RATE must be equal or less than the hotels Lowest Available Rate advertised by the hotel. Please ensure that for rate integrity you are comparing our SELL RATE to your Lowest Available Rate and not your NET RATE to the Lowest Available Rate.
How the Room Information will Appear on the Booking Site
You will see that the In Room Amenities description has propagated into the room listing. The information entered into the “Please list all mandatory ancillary fees” section below also propagates into the listing as well as the Deposit Policy.
HOW THE ROOM RATE FINANCIALS WILL APPEAR ON THE BOOKING SITE
ROOM COST = SPECIAL EVENT RATE = SELL RATE = $121.11 TOTAL after Taxes = $131.11
DUE NOW = BOOK YOUR BLOCK MARKUP = $21.11 retained by Book Your Block
Balance Due = NET RATE + TAXES = $110.00 paid to hotel by guest
OTHER ITEMS IN THE RFP
ROOM RELEASE DATE: Our system sets the room block release date to 14 days prior to the event. You have the option to amend.
PLEASE LIST ALL MANDATORY AUXILLIARY FEES
This information appends to the Room Description. In this section include any amenities or information about the hotel that may be appealing to guests such as a pool, restaurant, bar, located close to highway or major attraction.
BREAKFAST, OTHER INFORMATION & TRAVEL PLANNER POINTS
COMPLIMENTARY BREAKFAST: Our teams prefer a complimentary breakfast included in the SPECIAL EVENT RATE. If no complimentary breakfast is included, a discount % to an a la carte breakfast is requested.
COMPLIMENTARY ROOMS
GUARANTEED COMPLIMENTARY ROOM(S): If our Right Holders are not requesting a rebate, or seeking a minimal rebate, they may request a Complimentary Room up front as part of the hotel partner agreement to house event staff.
COMPLIMENTARY ROOM NIGHT RATIO: Many clubs and teams now have professional coaches that travel to events. The athlete families collectively absorb the accommodation fees of the coach at events. Therefore, if a hotel is able to ofer a complimentary room based upon a specific number of families booking at their hotel, the budget savings are a major decision factor to the decision maker that determines the group hotel. If the event is at a time when you are unlikely to sell out from general public business, we would strongly encourage you to offer a complimentary room in your RFP bid.
HOTEL DEPOSIT AND CANCELLATION POLICY
The wording of the BYB Deposit and Cancellation policy as communicated to the guest is included in the RFP. If you wish to amend our recommended hotel Deposit Policy or Cancellation Policy, please do so in the sections provided in the RFP, and we will append it to the BOOK YOUR BLOCK Policy. Do not remove the Book Your Block policy wording from the text boxes as the information here propagates onto the booking site.
BOOK YOUR BLOCK DEPOSIT POLICY
All reservations will be guaranteed by advance deposit, calculated on a nightly basis, processed at the time of booking. The deposit is fully refundable, minus a $15 processing fee, if the reservation is canceled by 3 pm EST, thirty (30) days before arrival. Credit Vouchers Applied to the bookings are non-refundable. After such date and time, the nightly deposit becomes non-refundable and non-transferable to the remaining balance. Your balance due plus tax is paid at the Hotel.
The Book Your Block Deposit Policy is displayed in two sections on the booking check out page (highlighted in red in the example below) Book Your Block may amend our Deposit Policy cancellation period for events.
BOOKING ENGINE & FLOW OF RESERVATION INFORMATION TO HOTEL
BOOK YOUR BLOCK LLC exclusively receives ALL GUEST RESERVATIONS for this event via our customized tournament hotel booking site. If the Hotel receives a call-in from a tournament attendee, please instruct staff to direct the caller to
You will receive email notification of every room booking from our automated system. Additionally, we will provide ongoing access to a Secure Rooming list where you will find all guest reservations and credit card details. Access instructions are provided upon acceptance of the Hotel RFP submission.