Guidelines and Procedures for 2012

Contact Information
Hotel Rate Program Requirements
Rate Definitions: Preferred Rate, Bar Rates, Blackout Dates, Parity
Terms and Conditions
Payment Information

MORE OPPORTUNITIES TO BOOST OCCUPANCY

Specialty Market Placement

Better Than Best Program

CCRA Exclusive Program

Blocked Space

Featured Property

Submission Deadline is September 12, 2011

Submission deadline is September 12, 2011

After September 12th, hotels are subject to increased fees and must submit individually on CCRA’s on-line RFP tool at http://search.ccraonline.com/cgi-bin/RFP2012/rfp2012login.pl

To participate in the 2012 CCRA program, each hotel must submit a bid electronically. To submit, you may use Lanyon's Propertyvault, Nexus, BidStork or CCRA's own on-line RFP that can be accessed at http://search.ccraonline.com/cgi-bin/RFP2012/rfp2012login.pl

Hotel Rate Program Requirements

HOTEL

• Hotel must be bookable via all four GDS's.
• Hotel must have undergone renovation of rooms and common areas within the past five years unless newly built.
• Hotel must meet minimum, local safety and ADA requirements.
• Hotel must have walk policy in place.

RATES AND ROOMS

• Rates and amenities must be loaded under the CCRA rate code in all GDS's by October 1, 2011 and remain uploaded through December 31, 2012.
• Rates and amenities must be in parity with all other unrestricted rate programs offered through third-parties, both on-line and off-line, including consortia, TMC's, associations, consumer sites and proprietary supplier sites.
• Rates must be LRA (last room availability) and commissionable (10% domestic and 8% international).
• Rates must be a minimum of 10% off corporate rate. This becomes the "ceiling rate."
• Rates may be fixed or may fluctuate with BAR, but must not exceed the ceiling rate.
• Rooms provided to guests under CCRA rate code must be best available room type.

Rate Definitions

PREFERRED RATE

The same discounted rate given to all consortia or large travel agency groups for volume business.

• Preferred rates (minimum 10% off corporate rates)
• Last room availability
• Commissionable at 10% (Please note all rates except net rates are commissionable at 10%)
  

BAR RATES

BAR rates must be the best available rate at the time of booking.

• BAR rate is unrestricted but must not exceed the ceiling rate as defined above.
• Your best available rate must be loaded as the CCRA rate using the CCRA rate code for each GDS
• Last Room Availability
• Rates must be in parity with consortia like THOR, ABC, Travel Savers or Hickory
• Commissionable at 10%

In our experience, lower rates receive better positioning so we encourage a discount of at least 10% off BAR, however we do not require it.

BLACKOUT DATES

Peak dates during which your negotiated rate is not available due to special events, holidays, etc.

• Maximum of 10 blackout days per year
• Dates must be at parity with all other consortia programs including mega agencies

PARITY

The concept that rates offered to any consortia, TMC, OTA or third-party booking source will be the same as the rate offered to all consortia, TMC's and OTA's.

We will monitor the competitiveness of the rate, availability of the rate and status of the last room availability you map to our pseudo-city code. We will monitor the Preferred rates you offer during 2012 through the various GDS's using our own proprietary technology.

Terms and Conditions

The hotel agrees to accept the terms and conditions of the program as legally binding through the end of the program year regardless of personnel, management and/or flag changes. The hotel agrees to pay all fees associated with the CCRA program and will pay accordingly at time of invoice. The hotel agrees that the information submitted on this RFP is correct and legally binding through the length of the program.

I, acting as authorized hotel representative, agree to the terms, conditions and rates contained herein, and on behalf of the hotel, agree to honor the rates through the length of this contract and notwithstanding any subsequent change in personnel, change of brand, sale of property and/or management change. I will notify the hotel or chain’s GDS department to load these rates under CCRA’s rate access code within two weeks of Agreement execution.

This Agreement is in effect for the full calendar year 2012.  As a participant in the CCRA hotel program, you will receive communications from us throughout the year regarding special member benefits and opportunities to market your property to our travel agency network.

Payment Information

Check or Money Order

Enclosed is payment in the amount of $ .

Mail check or money order with this Order Form to:

NOTE:

• Make payable to CCRA, void of any bank charges or fees.
• Payment only acceptable in U.S. Dollars via U.S. Bank, with appropriate bank coding.
• The gross amount must be sent. (Checks not complying with requirements will be returned.)

Credit Card
 
Please charge $ to the following credit card for inclusion in the CCRA Hotel program.

CC#: Expiration Date:
 
CCV Code: (Security code on front of Amex and on back of Master Card or Visa)
 
Authorized Signature:
Cardholder Name:
Billing Address of Card Holder:
(Note: credit card statement charge will read: “Reservation Center”)

Wire Transfer

• Wires transfers must be in U.S. Dollars only
• Please add $35.00 to cover our bank charges
• You are responsible for any originating bank fees including correspondence charges,
  processing fees, etc.
• Wire must be properly identified in English with exact hotel name, address and CCRA invoice number
• Fax a copy of the Web Online RFP form to 682-233-0999, with payment information.

Send Wire To:

Click here to download a printable copy of Payment Information.

Marketing Packages and Programs

CORE Hotel Program Participation Fee – $850

Hotels that chose to participate in the CCRA Hotel Rate Program receive the following marketing and promotions as part of their participation fee:

• Distribution of your negotiated rates in all four GDS as well as the CCRAtravel.com booking portal
• Highlighted listing and photos on the CCRA Booking Portal
• Preferred rates integrated into the CCRA Portal and GDS systems
• Distribution of travel agent/FAM rates
• Preferred rate program participant listing on CCRAtravel.com and CCRA Portal websites
• Opportunity to market to 22,000 travel agencies and 50,000 travel agents via www.ccra.com and the CCRATravel.com booking portal.

Put More Heads in Beds - Upgrade to One of These Premium Packages

CCRA Core+ Reporting Package – $1,695

All CCRA Core Hotel Options ... Plus:

• Four quarterly CCRx market feeder reports including comp set analysis that tells you what travel agencies are booking you and your competition
• A "prescription" outlining specific action steps for turning the data on the reports into head in beds
• Access to travel agent specific training including podcasts, white papers and webinars

CCRA Core+ Marketing Package – $1,995

All CCRA Core Hotel Options ... Plus:

• Two Tuesday eBlast Specials distriubted to over 37,000 individual agents—you determine the dates best for you (this is a $2000 value)
• A Destination Banner Ads on CCRAtravel.com—you determine which two months (this is a $1900 value)
• One HotelIntel – share your story, a new brand, a new restaurant, a special event, or grand opening (this is a $400.00 value)
• One 300 Word Advertorial in our Monthly eNewsletter includes photos—you determine the month (this is a $1500 value)

ADDITIONAL 2012 HOTEL PROGRAM OPTIONS AVAILABLE VIA RFP

Specialty Market Placement

Niche marketing is more than a phase – it is the new standard for sales and marketing. Now CCRA helps you reach the clients who are looking for the product or services your property specializes in. In 2012, CCRA's online hotel directory will give travel agents the ability to search for hotels based on specific product category. The CCRA Online Directory is aggressively marketed to travel agents throughout the year.

If your product is a resort, luxury, extended stay, golf, boutique, spa or all-inclusive facility, you can participate in the CCRA Specialty Marketing Placement for just an additional $100.00. (RFP field 298)

Better Than Best Program

• When you offer CCRA a negotiated rate that is better than BAR – not only are you included in CCRA's Better than Best Program (and the international marketing that supports this program), your hotel receives these added bonuses:
• A FREE 30-day destination banner ad (based on availability) plus Inclusion in our designated page entitled Better than Best on CCRAtravel.com when you provide CCRA with negotiated rates with more than a 10% discount off BAR
• Inclusion in our designated page entitled Better than Best on CCRAtravel.com when you offer 5%-10% off BAR. CCRA will include a link on eBlasts and eNewsletter to this page listing all hotels providing below the BAR rates
• Regular Twitter and Facebook presence—we will be regularly tweeting and posting about the hotels that offer travel agents Better than Best rates!
  • (No charge to participating hotels – just be sure RFP field 76 has a greater than10% discount off BAR)

CCRA Exclusive Program

Show travel agents you value their business by recognizing the guests they send you. Simply commit to offering these valued guests (valued by you and by the agent) a unique amenity not available to "just anyone."

• Amenities/special offerings might include a guaranteed complimentary upgrade, a fruit basket, a logo'd item—be creative
• You'll receive special recognition every time your city is searched on CCRAtravel.com. The "Exclusive" icon will be added to your listing at absolutely no charge
• A link to the Exclusives Page on CCRAtravel.com will be included in every eNewsletter sent to thousands of agents every month
  • (No charge to participating hotels – just be sure RFP fields 291-295 are answered)

Blocked Space

In exchange for Block Rooms, CCRA will provide additional icons and highlighting in our online directory and portal to increase your visibility to our agents. (Be sure to note your block rooms on the rfp fields 290 & 291)

Featured Property (biasing)

We provide hotels the opportunity to be listed at the top of the results on our online booking engine. We offer this feature on a monthly basis so you decide which month or months you would like to be featured. (Featured Property is offered on the RFP field 301)

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