Pace Booking Analysis

The Pace Booking Report is used to evaluate future bookings compared to last year's bookings, and point out places where the pace is different, both higher and lower.

Management is able to use the Pace Booking Analysis to make rate management decisions on raising or lowering rates, or other modifications to ensure proper occupancy and revenues.

Note: The Pace Booking Analysis uses historical information based on Room Pickups over a period of time. This information is only accurate and available when roomMaster is used for more than one year.

Pace Booking Analysis is based on comparing the same day last year (day of week) to this year, unless the Holiday override is set for that particular date. So, for example, the third Monday in August this year is compared to the third Monday in August last year. The system does not compare exact dates (such as August 2, 2010 with August 2, 2009) unless you have specifically indicated to do so for holidays. Holidays are identified on the report by an H in parentheses next to the date.

Report Options

Select Range

Enter a lower and higher date for the report. Select a specific Room Group to display, if desired, and determine the Report Type: Daily, Weekly or Monthly.

• Only show dates with Pace Booking Message - Select this options to print only dates with a Pace Booking Message.

• Ignore Expected Counts and only show booked rooms - Selecting this option will ignore the expected Reservations and Walkins for the time period selected, but includes Group rooms and No shows.

• Do not reduce Expected Picked Up Rooms when over 100% - Selecting this option will display the actual amount of expected reservations and walkins based on the previous year and display the actual Pace Book Occupancy percentage, regardless of whether it is greater than 100%. Unchecked, the expected walkins, then the expected reservations will be reduced to bring the Pace Book Occupancy to 100%. The Expected Pickup Rooms Total will always be the actual total of expected reservations and walkins.

Example: A property with 100 rooms is currently at 80% (80 rooms) for August 15th. The expected reservations is 15 rooms and the expected walkins is 10 rooms. With the option unchecked, the walkins would be reduced from 10 to 5 to bring the occupancy to 100% (80+15+5=100). However, the Expected Pickup Rooms Total would display 25, 15 reservations plus 10 walkins. If the option is checked, the actual number of expected reservations and walkins would be displayed and the Pace Book Occupancy would be 105% (80+15+10=105)

Group rooms are never adjusted since they are "booked" and are expected to be filled. This could cause the Pace Book Occupancy to be greater than 100% even when the option is unchecked.

Example continued: If 10 rooms are also being held for a group on August 15th, and the option is unchecked, the walkins would be reduced from 10 to 5 as before and the 10 rooms for the group would be included. The Pace Book Occupancy would then be 110% (80+15+5+10=110) and the Expected Pickup Rooms Total would display 35: 15 expected reservations + 10 expected walkins + 10 group rooms. If the option is checked, Pace Book Occupancy would be 115% (80+15+10+10=115) and the Expected Pickup Rooms Total would still display 35.

• Include Same Day Stays with WalkIns - When selected, any reservations made on the day of arrival is considered a Walkin.

Performance Targets

Enter the target ADR (Average Daily Rate) and RevPAR (Revenue Per Available Room) desired for the time frame entered for both weekdays and weekends. If targets are entered for only ADR or only for RevPAR, only down arrows are used to indicate dates below the target amounts. If amounts are entered for both, up and down arrows are used.

Other Options

• Show Compare Colors - When the Daily Report Type is selected, check this option and dates are highlighted in a specific color by Pace Booking percentage according to the chart below:

Highlight Color	Pace Book %
Dark Red	100% or greater
Light Red	between 90% and 99%
Yellow	between 75% and 89%
Green	between 50% and 74%
Blue	between 10% and 49%

• Export to Microsoft Excel - Check this option to export the data into an Excel spreadsheet, allowing you to manipulate the data and review different scenarios.

Add Holidays

This displays the current holidays loaded into roomMaster. Holiday Defaults displays a list of standard holidays dates from different countries. Highlight the data set you want to use and press Load.

Note: roomMaster enters the dates holidays fell on from the previous year. For example, Easter in 2012 is on April 8. In 2011 it was on April 24. On the report, roomMaster will use the data from April, 24 2011, to compare to the current pace for April 8, 2012.

Holidays can also be entered and edited manually using the Insert, Change and Delete buttons. If you enter holidays manually that are always on the same day of the week, it is recommended to enter the date the holiday fell on the previous year. For example, Patriot's Day in Massachusetts and Maine is traditionally on the third Monday in April, but not the same date every year. So for 2012, enter April 16 for this year, and April 18, 2011 for Last Year. This allows you to compare holidays, and not just the days of the week. When the Daily Report Type is selected, holiday dates are indicated with (H).

Pace Booking Messages

These are messages that will appear on the report when the parameters entered are met. The parameters set allow you to identify dates that should be reviewed to adjust rates and maximize revenue. roomMaster comes with a set of default messages that can be loaded by pressing Load Defaults. The message will only appear on the report if a date on the report meets the criteria of the message.

• Selection Formula - This is where occupancy targets for the specific message are selected.

  • Occupancy Options - Use the drop down box to select the occupancy that should be compared.

  • Current Occupancy - The number of rooms generating revenue compared to the total number of rooms, for this year and last year respectively. COMP and zero rate rooms are not included. So if a hotel had 100 rooms and had reservations for each room, but five of the rooms were COMP rooms or had no rate on them, the Availability/Room Chart screen would show 100% occupancy. However, current occupancy on the pace booking report would be 95% (95/100).

  • Expected Occupancy - The number of reservations made for the previous year, regardless of whether revenue was generated from the reservation. COMP and zero rate rooms are included.

  • Expected Occupancy Difference - The difference between the expected occupancy and last year/period percentage.

  • Comparison Parameters - Select the comparison parameter, Greater than or Equal to, Less than or Equal to, or is Between, then enter the occupancy percentage or occupancy range. These are the first criteria reviewed to determine if the pace booking message should be displayed for a certain date.

• Minimum/Maximum Days Out - Enter the number of days, lower and higher, from the current audit date the criteria should be reviewed. For example, you probably are aware of all the high occupancy dates in the next month and to raise rates at this time is too late to maximize revenue. But six months, 180 days, from now and beyond, you might not be aware of high occupancy dates and could miss the opportunity to raise rates now to take advantage of the demand. roomMaster will review only the dates included between the Minimum and Maximum days out for the criteria selected, but will display all dates selected.

• ADR/RevPAR meets Performance Targets - Checking these options will only the display the message if the ADR or RevPAR are greater than the performance targets selected for the report.

• Pace Message - Enter the message to print on the report when the selected criteria entered are met.

• Disable this message - The message will not be displayed even if the criteria are met. This allows you to keep a specific set of criteria you do not review regularly, without having to re-enter it each time.

Load Defaults

roomMaster comes with eight default messages. Press Load Defaults to enter the default messages. Any other messages will be deleted when the defaults are loaded.

Report Layout

Revenue Period

Indicates either the day, week or month the information pertains to.

Booked Rooms

Indicates the number of booked rooms that are currently booked for this Revenue Period. This is the number of rooms which have at least one penny in revenue attached to them. COMP and zero rate rooms are ignored.

• RACKS - The number of reservations and inhouse rooms for this period at the default rate code configured in Setup > Configuration > Reservations. This is usually RACK.

• OTHER - All reservations and inhouse rooms for this period not using the default rate code or with an overridden rate.

• Total - The total of revenue generating rooms booked or inhouse for the revenue period.

• Occ % - The Total Booked Rooms divided by the total number of guest rooms. Unavailable rooms are included.

Expected Pickup Rooms

These are the number of rooms that are assumed to be picked up between the current date and the first date of the Revenue Period.

• Res's - The number of reservations that are assumed to be booked between today and the checkin date. This information is purely based on the Pace Booking Analysis file that is in the system and what happened last year. The number of reservations assumed to be picked up are only the reservations which occurred within the same period of last year. The Pace Booking assumption does not include any groups or allotment rooms which were booked for the previous period at all!

• Walk's - The number of walkins which came in for the same period last year. Walkin's for Groups and Allotments are ignored in this assumption.

• Groups - The number of Unfilled Group Rooms (either allotments or groups) on the books for this period, this year.

• NoShow - The number of No-Show Rooms which happened for this period, last year.

• Total - The total number of rooms that roomMaster expects you to pick-up based on the above information.

Pace Book

Indicates the grand total of rooms the system assumes will be booked when the day arrives based on all previous information including Booked Rooms and Expected Pickup Rooms.

Last Year

The amount of rooms sold and occupancy that happened last year. This may or may not be the exact day last year (ie: August 2, 20012 compared to August 2, 2013) but the last period. It will be last year, same day of week - unless overridden in the Add Holidays... option.

OOO

The amount of Out of Service and Unavailable rooms that are currently entered for the revenue period.

Rev Booked

The amount of revenue currently on the books for the revenue period.

ADR

Average Daily Rate.

ADR, RevPAR, and A R columns

An ADR column appears if only ADR Performance Targets are entered and a RevPAR column appears if only RevPAR Performance Targets are entered. For both, a down arrow indicates the projected ADR or RevPAR is below the target amount entered.

If Performance Targets are entered for ADR and RevPAR, two columns are created, A R, and up and down arrows are used to indicate whether the projections are above or below the targets entered.

Occupancies are always compared and calculated based on the current number of rooms in the system, regardless of what they were any other previous period. It is assumed that the number of rooms in the system when running this report is the same during the previous period. Out of Order rooms in the previous period are completely ignored and considered an empty/unsold room.