Seasonal Rate Review and Implementation Process
Summary
Many factors come into play when establishing or increasing our rates. These include:
Current occupancy and corresponding rates
Economic Conditions
Competitor Pricing
Planned or completed upgrades to our property.
The following is the process and timeline for establishing seasonal and monthly rates for the upcoming camping season.
Step 1. Completing and Reviewing Market Surveys
It is the expectation of the company that all General Managers and Regional Directors have a clear understanding of the competitors within the markets that we operate. This includes understanding, rate structures, strategies, specials and upgrades that a competitor may be implementing. General Managers are expected to visit their competitors and drive/tour these properties at least once per year and more often as circumstances warrant.
To fully understand our position in the market, we task our General Managers with completing and delivering market surveys to us. The timing of this delivery can vary throughout the year as requested. However, to establish upcoming rates, the process below will be followed.
Year Around Properties
Market surveys will be sent to the General Managers by January 1st of each year.
General Managers must complete and return these surveys to their Regional Director by no later than January 31st.
The Regional Director will have 1 week to review the market surveys and work with the General Manager to make recommendations for upcoming rates based, in part, on this information.
Seasonal Only Properties
Market surveys will be sent to the General Managers by June1st of each year.
General Managers must complete and return these surveys to their Regional Director by no later than June 30th.
The Regional Director will have 1 week to review the market surveys and work with the General Manager to make recommendations for upcoming rates based, in part, on this information.
Step 2. Establishing and Approving Rates
The Regional Director sends the recommended increases to the Director of Operations for final review and approval.
The Director of Operations reviews the recommendations with the Regional Director and makes any necessary changes.
The Director of Operations delivers the final recommendations to the Director of Finance. Together they review and finalize the rate structure.
Once approved, the new rates are communicated by the Regional Directors to the General Managers.
NOTE: Once approved all new seasonal rates will go into effect immediately for any incoming reservations.
Step 3. Implementation
Rate Delivery Timeline
Southern/Year Around Campgrounds
Rate packages will be delivered by no later than March 1st.
Seasonal Only Campgrounds
Rate packages will be delivered by no later than August 15th
Seasonal Renewals
New rates for the upcoming season are added to the reservation system
NOTE: Newly established rates will go into effect immediately for all new reservations
A renewal package is prepared and emailed to current guests who are eligible for renewal. These packages will include the following:
Renewal Letter
Seasonal Agreement
Terms and Conditions
Guest Information Sheet
Golf Cart Agreement
Current seasonal guests will be allowed 30 days from the date of delivery of the new package to renew their reservations for the upcoming season.
A Renewal is confirmed when the following is returned to the campground:
ALL signed agreements including T&C’s
Proof of Ownership (if not previously provided)
Proof of Insurance
$750 non-refundable deposit which will be applied towards their upcoming reservation balance.
NOTE: Any guests who have not renewed by day 31 will have their sites opened to the market as available.
Non-Renewals
At times, there will be guests whom the General Manager does not wish to offer a renewal for the following year. In these instances, the General Manager will follow the process below:
Provide the following information within the Non-Renewal Workbook
Guest Name
Site Number
Reason for not-renewing
The Regional Director will review all requests and provide either an approval or denial
All guests with an approved non-renewal request will be sent a non-renewal letter in tandem with those receiving renewal packages
Current Season Pro-Ration
After (March 1st for Southern/Year around campgrounds and August 15th for Seasonal only campgrounds) any guest wishing to take advantage of proration for the current year's seasonal reservations must commit to a seasonal stay for the following year by paying a $750 nonrefundable deposit and executing an agreement for the upcoming season.
Guests who do not wish to commit to the following season with a nonrefundable deposit and signed contract will be subject to the monthly rate for the remainder of the current season.
Updating Marketing Materials and Websites
Once new rates are established and rolled out to current seasonal guests the General Manager must work with the Regional Director and the Marketing team to ensure that all applicable marketing materials are updated with the new rates. This may include the following:
All Rack Cards and Flyers
Current rack cards are to be removed and disposed of across the collection
Website (if applicable)
Facebook (if applicable)
All other areas of advertising