Day Delegate Rates (DDR) refer to a comprehensive pricing structure commonly used in the events and hospitality industry, where a fixed fee is charged per attendee for a full day of services. This rate typically includes access to meeting spaces, standard audio-visual equipment, refreshments, and meals throughout the day. DDR simplifies budgeting for event organizers by bundling various costs into one per-person charge, making it easier to plan and manage expenses for conferences, training sessions, and corporate meetings.
🛑 Prerequisites
The following prerequisites apply only when creating a Day Delegate Rate (DDR) Price Plan:
1. Package Header
Why it’s needed: The DDR Price Plan must be linked to a Package Header to treat the plan as a complete package, bundling all elements into a single Day Delegate Rate offering.
Action required: Create the necessary Package Header in Property Settings before setting up the Price Plan.
2. Package Elements
Why it’s needed: The packages (such as AV Equipment, Beverages, Parking, etc.) that compose the DDR must be created as Package Elements. These elements should correspond to those listed in the Package Header.
Action required: Create the required Package Elements in Property Settings before setting up the Price Plan.
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.
HK Home > Property Settings
Step 2: Add a New Package Element
In the left-hand menu, click Rate Plan Setup, then select Package Elements.
Click the Add New Package Element button located in the upper-right corner of the screen.
Package Element: Add New Package Element
Step 3: Configure the Package Element
Enter a Name Provide a clear and descriptive name for the package element. Example: "Day Delegate Rate"
Enter a Code Assign a unique code to identify the package element. Example: "DDR"
đź’ˇ 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.
Click the blue “+” icon to configure pricing for the package element. A Package Element Pricing window will appear.
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.
Click the blue Confirm button to save your pricing configuration.
Package Element: Package Element Setup
Package Element: Charge Type Setup
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.
đź’ˇ 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.
đź’ˇ 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.
âś… 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.
Package Element: Package Element Pricing
To begin setting up your Day Delegate Rate (DDR) package, you will first need to create a Package Header.
From the left-hand navigation menu, go to Rate Plan Setup and select Package Headers.
In the upper-right corner of the screen, click Add New Package Header to begin creating a new entry.
Package Headers: Add New Package Header
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:
đź“„ 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.
đź’˛ 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.”
đź“… 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.
âś… Final Step
Once all required fields are completed, click the blue Save button to create the package header.
Package Headers: Basic Data Screen
Setting Up the Day Delegate Price Plan in EventKey
Next, you will set up the Day Delegate Price Plan.
Navigate to Home > Event Administration > Pricing > Price Plans.
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:
Navigate to the Price Plan screen.
Click the blue Add New button in the top-right corner to begin creating a new price plan.
Price Plans: Add 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.
Price Plan: Day Delegate Rate Setup
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.
Pricing > Space Pricing
Space Pricing: Select a Space and Price Plan
Space Pricing: Define Duration & Set Price
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.
Space Pricing: Review & Update
Space Pricing: Rate Updates Applied
Day Delegate Rate (DDR) Price Plan
âŹď¸Ź What’s Next After creating the Day Delegate Rate (DDR) price plan, go to Spaces > Spaces > Price Plans and attach the new Price Plan to the spaces that are allowed to book it. For more information, see the “Spaces (Meeting Rooms)” Knowledge Base article under the Spaces menu.
🖥️ Where “Day Delegate Rates (DDR)” Appears in the User Interface (UI)
The Day Delegate Rates (DDR) will be listed in the Price Plan section when adding a sub event to the event.
Price Plan_Day Delegate Rate (DDR)
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