COMPLIMENTARY ROOM PROGRAM

Transcription

1 2012 COMPLIMENTARY ROOM PROGRAM GUIDELINES & PROCEDURES

2 Dear IHG Owners Association Member Hotel, It is my privilege to welcome your hotel as a participating Member Hotel in the IHG Owners Association for As a participant, your hotel must accept room night bookings through the IHG Owners Association Complimentary Room Program for all member cardholders. This program is sold through the HOLIDEX Plus system and is booked through the CRO channel. To ensure the CRO can book reservations (if available) at your hotel, please verify that your systems are set up properly and the INIHI rate is loaded. Adherence to loading procedures is mandatory and will also eliminate unnecessary guest relations issues. As a participating hotel, you agree to adhere to the guidelines outlined in the brochure and to follow all proper booking instructions and usage parameters. This information is also available online at Please review and share with your employees as appropriate to ensure that you welcome each of your fellow IHG Owners Association members. Thank you for your support of the IHG Owners Association. Best Regards, Eva Ferguson President IHG Owners Association

3 1.0 INIHI Rate Code Loading Instructions Activate Rate Category INIHI in the HOLIDEX Plus system. Activate and associate a Flat Rate Code to Rate Category INIHI. The Rate Code must meet the Rate Property criteria (Yield at IGCOR). Since this is a complimentary room program, the rate is set at $0.01 for the room types you select. - refer to MERLIN Teamspaces Global Revenue Management Revenue Management Systems HOLIDEX Plus Information Center - HOLIDEX Plus System Resource Library Lessons. From here you can select C2 Activate a Flat Rate Code ; and then C9 Activate a Rate Category. Member Hotels are allowed up to 50 blackout dates per calendar year for Rate Category INIHI. For more information on Blackout Dates, refer to MERLIN Teamspaces Global Revenue Management Revenue Management Systems HOLIDEX Plus Information Center - HOLIDEX Plus System Resource Library Lessons Scroll down until you see header Blackout Dates in the left column, from here you can select K1 Overview of Blackout Dates, or K3 Rate Category Level Blackout Dates. The INIHI rate will be available during a Special Event or Special Requirement as defined in the HOLIDEX Plus system. For hotels with the Opera PMS (with rate download), ensure that Rate Category INIHI is set up and appropriately cross-referenced in your PMS. If you are unsure of your PMS set up, please refer to your PMS system guide.

4 2.0 IHG Owners Association Complimentary Room Program Card Usage Guidelines The cardholder is entitled to a maximum of 4 room nights/year in standard accommodations at any IHG Owners Association member hotel. An IHG Owners Association reservation cannot exceed 2 consecutive nights and may not exceed a total of 2 nights in one month. IHG Owners Association reservations cannot be booked for a stay at the same hotel to include the last 2 days of a month and the first 2 days of the following month these qualify as 4 consecutive nights. Only 1 room at one member hotel may be booked in one day at the IHG Owners Association rate. Only the cost of the room is complimentary. Members will be responsible for all incidental charges and applicable taxes (eg. resort fees if applicable, country fees if applicable, etc). Only the cardholder may use the card. The cardholder must be a current/active cardholder (i.e. have an IHG Owners Association Card for the current calendar year) for the IHG Owners Association reservation/rate to be valid. The cardholder must be present at check in and present a valid (for the current year) IHG Owners Association member card, photo I.D., and credit card. Advance reservations must be made by calling the IHG Owners Association Reservations line: call ; call (001) x 5; call (the + or IAC = International Access Code) refers to 00 when dialing from Europe, China and New Zealand; refers to 001 when dialing from Singapore; refers to 0011 when dialing from Australia. call for any questions, queries or to get connected to IHG Owners Association reservations line calling from anywhere, you can call our main IHG Owners Association offices at (001) x 5. In order for the reservation to be complimentary, you must receive a confirmation number and the hotel must be a participating member of the IHG Owners Association. It is recommended that you verify your room reservation one week prior to arrival. One complimentary room per hotel, per group is allowed i.e. only 1 room can be booked at the IHG Owners Association rate in one hotel at a time. (This includes secondary and additional cardholders.) Cardholders from the same hotel and/or company are not allowed to use their IHG Owners

5 Association card for complimentary rooms at the same hotel at the same time (i.e. over the same dates). Cardholders having the same card numbers prior to the - are considered to be from same company/same membership group example: and are cardholders from same hotel group and cannot stay at same hotel at the same time, in such an event only one of the IHG Owners Association reservations at the IHG Owners Association rate will be honored. The IHG Owners Association card may not be used 2 nights prior to, during, or 2 nights after group meetings, conventions, and hotel industry-related meetings/events (including IHG Owners Association and IHG meetings/ events). Examples of industry related events would be IHG Annual Investors Conference, IHG Owners Association Meetings, AAHOA, ALIS, NYU, Hunter, CHRIS, HOLA, CHIC, ICSC, NYU, NABHOOD, SAHIC, IH/M&RS, Lodging Conferences or Hilton, Marriott, Choice Conferences. Both member hotel and cardholder have responsibility for being aware of industry-related events. Member hotels are urged to stay current on events that will impact their destination and utilize blackout dates to close out IHG Owners Association rate for such events. Responsibility by both parties will eliminate unnecessary issues. : To cancel a reservation, the cardholder must call the hotel directly or and obtain a cancellation number (outside US and Canada please use reservations number as listed in ). No-show charges will be handled at the discretion of the General Manager. The General Manager reserves the right to charge full room and tax for this reservation (at their best flex rate) if it is a no-show. The IHG Owners Association member card is non-transferable once a membership card is issued, it cannot be exchanged or changed to a different name. An IHG Owners Association cardholder assumes the responsibility of using the card following the IHG Owners Association guidelines. For a complete listing of IHG Owners Association guidelines log on to (go to Membership Membership Benefits Click on IHG Owners Association Complimentary Room Program) or contact the IHG Owners Association Offices at (001) Members found violating the IHG Owners Association card may lead to card suspension or termination/cancellation of the IHG Owners Association membership card. In such an event, the cardholder must send back the IHG Owners Association card to the IHG Owners Association Offices. Members who exceed the allotted 4 room nights/year or 2 nights/month at one specific member hotel as specified in are subject to retroactive charges from the General Manager for all the nights exceeding the allotted 4 room night limit/year set in (i.e. member will be retroactively charged at full rate for all the nights exceeding this limit).

6 Priority Club points are not awarded on IHG Owners Association complimentary room stays. The cardholder is responsible for adhering to the rules and regulations of the card program. If it is determined that a cardholder has abused the privileges of membership and/or conducted himself/herself in an unprofessional manner, the IHG Owners Association membership card may be terminated. Membership dues are nonrefundable. For questions, visit the IHG Owners Association website at or call the IHG Owners Association office at (001) Program guidelines are subject to change without notice.

7 IHG Owners Association Complimentary Room Program Frequently Asked Questions 3.0 Hotel Procedures Yes. As a participating member of the IHG OWNERS ASSOCIATION, your hotel must participate in the Complimentary Room Program (Rate Code INIHI). The program is sold through the HOLIDEX Plus system and is booked through the CRO channel. To ensure CRO can book a room, if available, please be sure your systems are set up with the IHG Owners Association Rate which is the INIHI Rate category which must have a flat rate of.01 cents loaded in it. Detailed loading instructions can be found on Merlin, refer to for details. Hotels must load the INIHI rate within 2 weeks of becoming an IHG Owners Association member otherwise this INIHI Rate category is automatically loaded for the hotel within 2 weeks of becoming a member. Member hotels found upon audit not having the INIHI rate loaded in their system will have the rate automatically force-loaded for them, it is then the hotel s responsibility to load the blackout dates for their hotel as required. If a hotel is not participating in the IHG Owners Association program, it is then their responsibility to de-activate the INIHI Rate category from their system. Member Hotels are allowed up to 50 blackout dates per calendar year for Rate Category INIHI. For more information on Blackout Dates, refer to MERLIN Teamspaces Global Revenue Management Revenue Management Systems HOLIDEX Plus Information Center - HOLIDEX Plus System Resource Library Lessons Scroll down until you see header Blackout Dates in the left column, from here you can select K1 Overview of Blackout Dates, or K3 Rate Category Level Blackout Dates. Also, the INIHI rate is available during a Special Event or Special Requirement as defined in the HOLIDEX Plus system.

8 No. An IHG Owners Association member may not book the complimentary rate during group meetings, conventions, and hotel industry-related meetings/events (including IHG Owners Association and IHG meetings/events. Examples of industry related events found in ). However, both the member hotel and cardholder have responsibility for being aware of industry-related events. Member hotels are urged to keep current on events that will impact their destination and utilize blackout dates for such events. Hotels are recommended to add the blackout dates for their hotels far in advance and prior to the special events in their area to prevent IHG Owners Association bookings over those dates and eliminate unnecessary guest relations issues. Responsible practices and adherence to guidelines by both the member hotel and cardholder will eliminate unnecessary issues. No. Advance reservations must be made through the CRO by calling the IHG Owners Association reservations line at the numbers listed in (and members must receive a confirmation number). Yes. If an IHG Owners Association member has a valid reservation booked in advance through the CRO (IHG Owners Association reservations line), the reservation must be honored. Yes. Only the cost of the room is complimentary. Members will be responsible for all incidental charges and applicable taxes. An IHG Owners Association member should present their valid (for the calendar year) IHG Owners Association member card, a photo ID, and a credit card. Only the cardholder may use the IHG Owners Association card. If the IHG Owners Association member checking in does not have a valid IHG Owners Association card they must present a valid IHG Owners Association temporary card letter to show proof of current and valid IHG Owners Association membership.

9 4.0 Member Card Usage No. While the cardholder is entitled to maximum of 4 room nights per year (in standard accommodations) at each member hotel, each stay should not exceed 2 consecutive nights and may not exceed 2 total nights per month at the same hotel. IHG Owners Association room nights also cannot be booked for the last 2 days of a month and the first 2 days of the next month these qualify as 4 consecutive nights. No. An IHG Owners Association member may not book the complimentary rate during group meetings, conventions, and hotel industry-related meetings/events (including IHG Owners Association and IHG meetings/events). Refer to to see examples of industry-related meetings. Both member hotel and cardholder have responsibility for being aware of industry-related events. Member hotels are urged to keep current on events that will impact their destination and utilize blackout dates to close out the IHG Owners Association rates for such events. No. The IHG Owners Association card may not be used during group meetings, conventions, and hotel industryrelated meetings/events as designated in (including IHG Owners Association and IHG meetings/ events). Members are not allowed to use their IHG Owners Association card 2 nights prior to, during, or 2 nights after an IHG Investors & Leadership Conference. No. Reservations must be made in advance through the IHG Owners Association reservations line at the numbers listed in. In order for a reservation to be complimentary, the hotel must be a participating member of the IHG Owners Association. It is recommended that you verify your room reservation one week prior to arrival.

10 Dues for all eligible hotels you own or operate as designated in the license agreement must be paid in full before membership is valid and for issuance of IHG Owners Association membership cards. Hotels that enter the IHG system during the year must be paid in order for you to remain a valid member in good standing. If your hotel is removed from the IHG system during the calendar year, your membership for the terminated hotel will be cancelled. Any membership cards issued against this hotel must be sent back in to the IHG Owners Association offices by the cardholder(s). IHG Owners Association cards are limited within the following guidelines - If the designated PC (Principal Correspondent) owns or operates a single IHG property, one membership card will be issued upon dues payment. The PC then has the option to purchase up to one additional card at $400. If the designated PC owns or operates more than one IHG property, two membership cards will be issued upon dues payment for all hotels. The PC then has the option to purchase up to two additional cards at $400/card. Additional cards can only be issued to individuals that have ownership in the hotel as designated in the license agreement or are executives of the management company. Only a person who is either a PC (Principal Correspondent) for an IHG hotel or an owner, partner, investor, or part of management group of the hotel is eligible to be an IHG Owners Association cardholder and receive the membership card in his/her name. No. OF ROOMS ANNUAL DUES 1-80 $ $ $ or more $650

11 MEMBER 2012 JOHN A. SMITH EXPIRES 12/31/2012

12 Three Ravinia Drive, Suite 100 Atlanta, GA p: f: MEMBERSHIP MANAGER Anjula Pandya IHG is a registered mark of InterContinental Hotels Group PLC. All rights reserved. Used with permission. IHG Owners Association is an independent non-profit association.