The term Advance Rebate represents the per night Rebate amount to be collected at the time of booking. Unlike traditional rebates, the Advanced Rebate is collected by your organization at the time of booking, rather than by the hotel.
How does it work?
The Advanced Rebate feature is managed at the Event and Event Hotel level.
EVENT SETTING: When adding a new event, the new “Advanced Rebate” setting is available in the Rules & Add-ons section. By default, the setting will be un-checked and signals that the feature is OFF. The feature is turned ON by checking the box for “Yes”.
This setting is used to determine whether Advanced Rebate will be ON or OFF for the event’s hotels. While Advanced Rebate is ON, any hotels added to the event will also have Advanced Rebate turned ON. Likewise, while Advanced Rebate is OFF, any hotels added to the event will default to having Advanced Rebate set to OFF. All hotels will maintain the Advanced Rebate setting inherited at the time of being added to the event. This means that changing the setting at the Event level will NOT impact the setting for any hotel already added to the event. The specific event hotel setting can be seen and updated as needed on the hotel’s Property Policies tab.
EVENT HOTEL SETTING: When the event hotel is added to the event, it will inherit the Advanced Rebate setting set at the Event level. This setting can be viewed and managed on the Property Policies tab of the event hotel in the Hotel Policies section. When un-checked the feature is OFF; when “Yes” is checked, the feature is ON.
When Advanced Rebate is ON for the event hotel you will notice additional columns on the Room Blocks tab.
- Contracted Rate
- This is the room rate the hotel will charge guests and show on the folio.
- Hotel taxes are calculated using this rate.
- Advanced Rebate
- This is the rebate that your organization will collect at the time of booking in lieu of the hotel collecting and paying to your organization post event
- Total Rate
This is the Advertised Rate shown on the booking site.
Contracted Rate + Advanced Rebate = Total Rate
When Advanced Rebate is enabled at the hotel level for your events, you can create or edit a room block and input the proper value in the Advanced Rebate column.
FAQ
Can this be negotiated as part of the RFP/Contracting workflow?
Automatically building the Advanced Rebate functionality into the RFP/Contracting workflow will be included in a future iteration of this feature. At the moment, this can be negotiated through the additional terms and conditions section of the contract, and then applied manually to the room blocks generated for the hotel. Of course, any contracting that happens outside of the EventPipe platform can be manually added as well. In either case, it is recommended that you communicate with your hotel partners before implementing an Advanced Rebate.
What will this look like when invoicing?
Invoices sent for your events will dynamically update based on whether Advanced Rebate was enabled or utilized. Your hotel partners will not be invoiced for any funds your organization has collected with Advanced Rebate, and this will be properly communicated to them in the invoice details.
How will this impact events that have already been created?
This will not impact your existing events in any way unless you would like it to. The Advanced Rebate setting will be set to off for all your existing events and at the event hotel level unless you manually update them.
Can a traditional rebate be used in conjunction with an Advanced Rebate?
You may use both a traditional rebate collected by the hotel and sent to you post event, in conjunction with an Advanced Rebate. The portion your organization is responsible for collecting at the time of booking will be input to the Advanced Rebate column. The portion the hotel will collect and be invoiced for should be input into the Rebate column.
Will this feature be reflected on reports?
On all relevant reports, any Advanced Rebate funds or details will be reflected on your organization’s reports. Specifically:
-
Event Results Report
-
New columns have been added as follows:
-
Avg Advanced Rebate Contracted
-
This represents the average value of the contracted Advanced Rebate for that event hotel.
-
-
Total Advanced Rebate Earned
-
This represents the sum of all Advanced Rebate funds collected for that event hotel.
-
-
-
How will this reflect for guests on the booking site?
Both the traditional Rebate and the Advanced Rebate are included in the Total Rate. The Total Rate is always the room rate shown on the booking site. When a rebate is handled using the Advanced Rebate feature, the amount to be collected is included in the Due Today amount.
In the example below, each night of stay has a contracted rate of $139.00 and a $5.00 rebate payable as an Advanced Rebate, combined for a Total Rate of $144.00 per night. This will be reflected across the checkout process, and the reservation summary.
In this example, the guest is being charged $8.99 at the time of booking: the sum of a $3.99 booking fee and a $5.00 Advanced Rebate. This will be charged as a single credit card transaction to the guest. The amount collected is listed in Policies in the Reservation Payment section. It is also advised that additional deposits may be due at the time of modifications.
