The three numbers to watch
| Metric | Formula | Example: 20 rooms, one night |
|---|---|---|
| Occupancy | Rooms sold ÷ rooms available | 15 ÷ 20 = 75% |
| ADR | Room revenue ÷ rooms sold | USD 1,050 ÷ 15 = USD 70 |
| RevPAR | Room revenue ÷ rooms available (= ADR × occupancy) | USD 1,050 ÷ 20 = USD 52.50 |
Steer by RevPAR. It rises only when you sell more rooms, sell them at better prices, or both. Pushing ADR up while turning guests away can make RevPAR fall.
Step 1: set a base rate and derive the rest
Choose your best available rate (BAR) for each room type and season. Build the other plans from it instead of pricing each one by hand:
| Plan | Rule | When BAR is USD 80 |
|---|---|---|
| Non-refundable | BAR − 10% | USD 72 |
| Breakfast included | BAR + USD 8 | USD 88 |
| Weekly stay | BAR − 15% | USD 68 |
| Corporate contract | Negotiated rate for one company | Agreed price, e.g. USD 70 |
When BAR changes, every derived plan follows automatically, so a season change is one edit rather than ten.
Step 2: build a season and event calendar
Mark high and low seasons, weekends, public holidays and local events for the next twelve months. Price each period separately and revisit the calendar every quarter, when you can see how last year's dates actually sold.
Step 3: use stay restrictions around busy dates
- Minimum stay on peak nights stops a one-night booking from blocking a three-night stay.
- Closed to arrival (CTA) stops new stays starting on a date while guests already in house can stay through it.
- Closed to departure (CTD) stops stays ending on a date that would leave an empty night you cannot resell.
- Maximum stay keeps a promotional rate from being used for a long stay at peak time.
Our guide to CTA and CTD has worked examples.
Step 4: let the price follow demand, inside limits
Occupancy-based rules move the rate as the hotel fills and as the date gets closer. Always set a floor and a ceiling so an automatic rule can never price you out of the market or give rooms away. An example rule to tune for your own market:
| Occupancy on the books for the night | Rate |
|---|---|
| Below 40% | BAR |
| 40% to 70% | BAR + 10% |
| 70% to 90% | BAR + 20% |
| Above 90% | BAR + 30%, never above the ceiling |
Step 5: a 30-minute weekly review
- Look at the forecast for the next 30, 60 and 90 days: occupancy and ADR already on the books.
- Check pickup over the last 7 days: which dates are filling faster or slower than usual?
- Compare pace with the same point last year.
- Adjust rates or restrictions only for the dates that are out of line.
- Check channel performance: revenue after commission and cancellations.
- Write down what you changed, so next week you can see whether it worked.
How bedsKey supports this routine
bedsKey's rate engine covers seasonal and date-range rates, derived plans, occupancy-based pricing, minimum and maximum stay, CTA and CTD, promo codes, corporate contract rates and occupancy-based auto yield with floors and ceilings. Reports cover occupancy, ADR and RevPAR, the manager's flash, month-to-date against last year, forecast and pickup, pace and channel performance, all exportable to CSV.