Price Plans Day Delegate Rates (DDR)

Creating a Day Delegate Rate (DDR) Price Plan

Before setting up a Day Delegate Rate (DDR) Price Plan in EventKey, certain configurations must first be completed in your PMS Property Settings.

Step 1: Access Property Settings

From the HK Home screen, navigate to Administration > Property Settings.

Step 2: Add a New Package Element

1. In the left-hand menu, click Rate Plan Setup, then select Package Elements.

2. Click the Add New Package Element button located in the upper-right corner of the screen.

Step 3: Configure the Package Element

1. Enter a Name
   Provide a clear and descriptive name for the package element.
   Example: "Day Delegate Rate"

2. Enter a Code
   Assign a unique code to identify the package element.
   Example: "DDR"

💡 Note: The Name and Code are specific to your property and will be used to identify the package element in both the user interface and HotelKey reporting.

3. Click the blue “+” icon to configure pricing for the package element.
   A Package Element Pricing window will appear.

4. Set Pricing Details:

   • From the Charge Type Category dropdown, select the appropriate category that the package element belongs to.

   • From the Charge Type dropdown, select the charge type where the revenue should be applied.

5. Click the blue Confirm button to save your pricing configuration.

Step 4: Complete Package Element Settings

In the Package Element Setup window, complete the following fields to define how the element should behave when applied to a package:

Post Type

From the dropdown menu, select how the package element amount should be posted or broken out from the overall package rate:

• Daily: The package amount is posted separately each day of the reservation.

• First Day: The package amount is posted only on the first day of the reservation.

• Daily Except First Day: The package amount is posted each day, except the first day (which is included in the package rate).

• Daily Except Last Day: The package amount is posted each day, except the last day.

• Daily Except First and Last Day: The package amount is posted daily, excluding both the first and last days.

• Daily Except First Day Include Checkout Date: The package amount is posted daily and on the checkout date, excluding the first day.

💡 Note: For Day Delegate Rates (DDR), the recommended Post Type is Daily.

Quantity Type

Select how the package element should be applied based on the guest count on the reservation:

• Fixed: Applies the same amount to all guests (adults and children).

• Adult: Applies the amount only to adults on the reservation.

• Adults and Children: This setup is not currently supported in EventKey.

💡 Note: For most Day Delegate Rates, the recommended Quantity Type is Adult.

Amount

Enter the package element amount to be charged.

Once all fields are completed, click the Save button.

✅ Your package element is now created.

⚠️ Important: For EventKey, each Day Delegate Rate component (e.g., Meeting Room, AM Break, Lunch, PM Break) must be added as a separate package element.
Repeat this step for each element until your full DDR package is configured.

To begin setting up your Day Delegate Rate (DDR) package, you will first need to create a Package Header.

1. From the left-hand navigation menu, go to Rate Plan Setup and select Package Headers.

2. In the upper-right corner of the screen, click Add New Package Header to begin creating a new entry.

Completing the Day Delegate Rate Package Header Setup

Once you've clicked Add New Package Header, complete the following fields to configure your Day Delegate Rate (DDR) or meeting room package:

📄 Basic Information

• Name: Enter a clear and descriptive name for the package header.
  Example: “Day Delegate Rate”

• Code: Enter a unique identifier or code for the package header.
  Example: “DDR”

• Active: Toggle ON to activate the package header for use.

💲 Folio Display and Charging Behavior

• Summarized Rates and Charges: Toggle ON to roll up the meeting room and package elements into a single charge on the folio (e.g., “Day Delegate Rate”).

• Dynamically Add Charge Amount on Rates: Toggle OFF for Day Delegate Rates or meeting room packages.

• Allowed for Groups: Toggle ON to make the package available for group bookings.

• Calculate Taxes on Total Package Amount: Toggle OFF for Day Delegate Rates or meeting room packages.

• Add-On Package: Toggle ON to classify this package as an add-on option during booking.

• Allow Element Amount Modification: Toggle ON if users should be allowed to adjust individual package element prices when applying the package to a reservation.

🧾 Charge Configuration

• Charge Types: Select the charge type that should capture any remaining balance or overage not covered by package elements.

  🔔 For DDR or meeting room packages, this should typically be the “Room Hire” or “Meeting Room Rental” charge type.

• Linked Rate Plan: Not applicable for Day Delegate Rates or meeting room packages.

📦 Package Elements & Booking Profile

• Select Package Elements: Choose one or more package elements from the dropdown that should be excluded (or backed out) from the total meeting package rate.

• Select Booking Profile: For IHG hotels, select “HK_Event Management.”

• Description: Enter a short description of the package.
  Example: “Day Delegate Rate packages are per person and include setup, meal, and breakout session.”

📅 Consumption Rules

• Consumption Start Type: Choose when the consumption of package elements should begin:

  • Include Arrival – Applies to the guest’s arrival day

  • Exclude Arrival – Skips consumption on arrival day

  • Include Departure – Applies to the departure day

  • Exclude Departure – Skips consumption on departure day

• Consumption End Type: Choose when the package consumption ends (same options as above).

🗂️ Other Settings

• Package Category: Select None (as package categories are defined in EventKey).

• Modify Periods Start Date / End Date:

  ❌ Not applicable for EventKey.

✅ Final Step

Once all required fields are completed, click the blue Save button to create the package header.

Setting Up the Day Delegate Price Plan in EventKey

Next, you will set up the Day Delegate Price Plan.

1. Navigate to Home > Event Administration > Pricing > Price Plans.

Accessing and Creating Price Plans

The Price Plan screen displays a list of all existing active price plans.

To create a new Day Delegate Rate (DDR) price plan:

1. Navigate to the Price Plan screen.

2. Click the blue Add New button in the top-right corner to begin creating a new price plan.

Creating a New Day Delegate Rate (DDR) Price Plan

When the Add a Price Plan screen appears, complete the following fields to set up your new Day Delegate Rate price plan:

• Name
  Enter a clear and descriptive name for the price plan.
  Example: “Day Delegate Rate”

• Code
  Provide a unique code or identifier for internal reference.

• Editable
  Toggle ON if you want users to manually adjust the rate during event creation when this price plan is selected for a space or package.

• Hourly
  Toggle OFF because Day Delegate Rates are charged per person, not by the hour.

• Add Description
  (Optional) Enter a brief description to clarify the purpose of the price plan.

• Package
  Toggle ON to enable Day Delegate Rate pricing options. This will display the Package Rate dropdown and Linked Packages section.

• Package Rate
  From the dropdown, select the Day Delegate Rate package you created in Property Settings.

• Add Linked Package
  Click the + Add Linked Package button to add package elements.

  For each linked package:

  • Select the Package Element you built in Property Settings.

  Note: This must match the element linked to the Day Delegate Rate package header in Property Settings exactly.

  • Choose the Quantity Type:

    • Fixed — a fixed cost

    • Adult — a per-person cost

  • Enter the Amount for the linked package.

Important: Repeat the Add Linked Package step until all Package Elements attached to the package header in Property Settings are included.

• Once all fields are completed, click the blue Save button to create the Day Delegate Price Plan.

Setting the Space Rate for Your Day Delegate Rate (DDR)

After creating your Day Delegate Price Plan, the next step is to link the Price Plan to your event spaces and set the per person rate for each space.

1. Navigate to Space Pricing

Go to Event Administration > Pricing > Space Pricing.

2. Access the Space Pricing Calendar

You will arrive at the Space Pricing Calendar screen.

3. Select a Space and Price Plan

• From the Space dropdown, select the space you want to update or assign pricing to.

• From the Price Plan dropdown, choose the Day Delegate Rate (DDR) price plan you want to apply.

• Click the Update Pricing button to proceed.

Note: If this is a new price plan with no pricing set yet, the calendar may display “No Data.”

4. Choose Pricing Duration

Under Selected Dates, specify how long this pricing should be applied:

• Custom Dates: Set a specific start and end date — useful for seasonal or event-specific pricing.

• One Year: Apply the rate for the next 365 days.

• Two Years: Apply the rate for the next 730 days.

5. Define Days of the Week (DOW) Pattern

Under Select Days of the Week, choose which days the pricing applies to:

• Custom: Select specific days (e.g., Fridays only, or Mondays and Wednesdays).

• Weekdays: Monday through Friday.

• Weekends: Saturday and Sunday.

6. Enter the Price

Under Update Pricing, input the per person rate for the selected space.

Important: For Day Delegate Rates, this amount should be the per person price.

7. Review Your Settings

A summary panel on the right will display your selections for confirmation.

8. Save Your Changes

When you are satisfied with your entries, click the Next button to continue.

Confirming and Applying Your Pricing Changes

A confirmation screen will appear summarizing the changes you have made.

• If you need to make any modifications, click the Previous button to go back and adjust your settings.

• If everything looks correct, click the blue Update button to apply your pricing changes.

Once updated, the per person rates for the selected space are configured, and your Day Delegate Rate setup is complete.

Your new Day Delegate Rate Price Plan is now available to be selected for any sub-events.