Configure Flat Rate Pricing

The cost of a group order is calculated using per ticket pricing, flat rate pricing, or a combination of both. With per ticket pricing, the cost of a group visit is calculated based on the number of tickets included in the order. The specific cost of each ticket is determined by the price lists associated with the programs. Per ticket pricing is the default pricing structure for group sales.

Flat rate pricing is an alternative to per ticket pricing. It allows you to charge a flat amount for a group visit instead of calculating the cost per ticket using the price lists assigned to each program in the group’s itinerary. At least one rate scale must be created before you can use flat rate pricing for group reservations.

You can also use a combination of flat rate and per ticket pricing. If a group exceeds the number of people for the highest rate scale, you can allow the group to pay on a per ticket basis for each additional attendee. For example, you set a rate scale of $200 for groups up to 20 people, and a group informs you they have 22 attendees. Rather than charge a separate flat rate for groups over 20, you can charge the group on a per ticket basis for the two additional attendees.

Note: You can set the default pricing structure for group reservations to be flat rate or per ticket pricing. Regardless of the default, you can change the pricing structure for each group when you add the reservation.

To configure flat rate pricing, you set up rate scales that determine the price a group pays. You can configure different amounts within a rate scale for different size groups. For example, you can add a rate scale that is configured to charge $200 for groups of up to 20 people, $400 for groups that have between 21 and 50 people, and $800 for groups that include over 50 people. Or you can set up a rate scale that simply charges all groups one standard amount regardless of size.

When you add a rate scale, you can define default applications that determine how a flat rate should be applied to the programs, fees, and resources include in a group order. These are defaults only and can be changed as needed on each group reservation. Applications ensure that all items and services purchased are accounted for properly. For example, if a group pays a $500 flat rate for a group visit that includes three different programs, you must determine how that $500 is split and applied to the three programs. You can edit the default applications on each rate scale record.

By default, all programs, fees, and resources are eligible for flat rate pricing. If needed, after you create a rate scale, you can limit the items that are eligible by designating specific programs, fees, and resources that can be included. If a reservation is booked using flat fee pricing, any programs that are not included in the selected rate scale will be charged on a per ticket basis.

If your organization uses one rate scale for the majority of flat rate group orders you process, you can designate that rate scale as the default. The rate scale designated as the default is automatically selected when you add a group reservation that uses the flat rate pricing structure. If a group order needs a different rate scale than the default, you can select it when adding the reservation.

Note: If you edit a rate scale that is currently in use on reservations and you want the new rate scale values to be updated on those reservations, you must access the Rate Scale tab on each reservation record, select Change rate scale, and select the updated rate scale. For more information, see Change Rate Scales for Group Reservations.

Note: In the Pricing section of the Group Sales Reservation page, a Refund link appears if an overpayment is available for refund. However, before check-in you can refund anytime under the Refunds section. For information about refunds, see Group Sales Refunds.