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BED AND BREAKFAST

PROPERTY INFORMATION DATA ENTRY FORM

PREPARED FOR: MEMBERS OF TOURISM KINGSTON

YOUR B & B NAME IS:
YOUR LIVE DATE WILL BE:

Please respond ASAP

Meridian Reservation Systems and Tourism Kingston are in the process of updating the current online reservation booking application. The new system when fully implemented will represent a truly state of the art reservation system that will improve the processing of reservations originating from the Tourism Kingston website www.kingstoncanada.com.

In order to expedite the loading of hotel rates, inventory and property information into the new system, we are asking our accommodation partners to provide us with initial property setup information.

In order to have your property ready for the live date, Please complete these forms as soon as possible and either:

Email it to

or

OR Fax it to 905-354-1656.

IMPORTANT DETAILS TO NOTE:

A) Please fill out all areas of the form even if the answer is N/A (not applicable). Our data entry team will not be able to complete the property load if any sections are left blank.

B) The information collected in this form is only the minimum required to get the property underway.

C) Once the information is loaded into the new system by the data entry team, it will be the responsibility of each hotel to inspect and complete the balance of their property information, policies, rates and inventory, then sign and fax back an acceptance form before the property can be taken live.

D) If you have any questions regarding the completion of these forms, please contact: At Meridian :

Bill Szijarto (P):905-354-7330, (E):

Brenda Wood (P):905-354-7330, (E):

At Tourism Kingston: Jacqueline Sytsma (P) 613-544-2725 x 7248 (E)

E) If you have any questions relating to obtaining a training session please contact:

At Meridian:

Bill Szijarto (P):905-354-7330, (E):

Brenda Wood (P):905-354-7330, (E):

At Tourism Kingston Jacqueline Sytsma (P): 613-544-2725 x 7248 (E)

GENERAL B & B AND CONTACT INFORMATION

B&B Name:

B&B Address:

Phone Number:

Toll Free Number:

Fax Number:

Email Address where reservations will be sent:

I request that Reservations be sent by:

FAX: / Email:

Contact Name:

Position:

GST#: (Canada)

Please list any additional contacts and their positions……

1) NAME: / POSITION: / EMAIL:
2) NAME: / POSITION: / EMAIL:
3) NAME: / POSITION: / EMAIL:
4) NAME: / POSITION: / EMAIL:

Languages Spoken:

GENERAL B&B POLICIES

My property charges:

CANADA ….PST / yes no GST / yes no HST / yes no

DMF/ yes no

Check-in Time: Check-in Age

Checkout Time:

Cancel days in advance without penalty.

Parking is free: o yes ( no, rate is per day)

Children Allowed: yes, ages allowed no

Pets Allowed: yes , restrictions no

I have in house pets yes no

# of pets and description

SETUP ROOMS, MASTER INVENTORY,RATES & PERSONS- mandatory -

The definitions below will be helpful in deciphering what information is being requested on the following pages:


ROOM CODES - Normally 3 or more characters, that can match your internal hotel room codes. Please enter the room codes that you wish to sell through the Meridian system.

ROOM TITLES - A very short descriptive title for the respective room code. Administrators will have an opportunity to add/change descriptions at a later date.

MASTER INVENTORY – The maximum number of rooms you want the system to sell of a particular room code.

MASTER RATES OR DEFAULT RATES - The maximum room rate for a room code. In the event that no daily rates were entered into the system, then the system will use this rate. Rates provided should EXCLUDE taxes.

MAXIMUM ADULTS PER ROOM CODE - The maximum number of adults permitted in each room code.

MASTER EXTRA ADULT RATE - The maximum additional adults rate for each room code. Rates provided should EXCLUDE taxes.

MAXIMUM CHILDREN PER ROOM CODE - The maximum number of children permitted in each room code. Usually 1 less than max adults because minimum 1 adult should be included in the room.

MASTER EXTRA CHILD RATE - The maximum additional child rate for each room code. Rates provided should EXCLUDE taxes.

MAXIMUM PERSONS PER ROOM CODE – The maximum number of persons permitted in each room code. Any combination of adults and children which exceed this value will NOT be booked by the reservation system.


Property Name:

Room
Codes / Room Title / Master Inventory
(Default) / Master Rate (Default) / Maximum
Adults / Maximum
Extra Adult Rate / Maximum
Children / Maximum
Extra Child Rate / Maximum
Persons
Example
NQQ1 / Non Smoking 2 Queens / 10 / $199 / 4 / 20 / 3 / $10 / 4

DAILY OPERATING ROOM RATES

STANDARD ROOM RATE (ROOM ONLY) – Rate applicable when booking rooms only, without any attractions. Rates provided should EXCLUDE all taxes.

Please enter your basic room rates for the periods listed below. You are free to enter rates for as many periods as necessary. Meridian Reservation Systems data entry group will input the rates into the new reservation system. Full control over the rates and inventory will be handed over to each hotel upon receipt of property acceptance form and once live date is reached.

Property Name:
Room
Code /
Start Date /
End Date /
Double
Occupancy /
Extra
Adult
Charge /
Start Date /
End Date /
Double
Occupancy /
Extra
Adult
Charge
Example
NQ1 / Apr 1,2008 / June 15, 2008 / $99 / $20 / June 16 / July 15 / $119 / $20

3rd NIGHT DISCOUNT PARTICIPATION
- optional -

3RD NIGHT HALF PRICE DISCOUNT - Calculated by taking 50% of the Room Only Rate for the third night.

Property Name:
Start Date / End Date / 3rd Night Discount 50%
Example: March 15, 2008 / June 15, 2008 / Yes
Property Type (pick one):
- mandatory -
B &B / Boutique Hotel / Chalet / Cabins
Campground / Hotel (small-under 20 rooms) / Hotel (large-20 + rooms) / Motel
Motor Inn / Historic Inn / Resort / Lodge
Condos / Hostel

Property Amenities Description (include up to 150 words)

Property Amenities
Free Parking / Paid Parking / Valet Parking / Shuttle Service
Non Smoking Property / Multi-lingual Staff / Pets Not Allowed / Pets Welcome
Concierge / Dry Cleaning / Laundry Facilities / Errand Service
Complimentary Newspaper / Beauty Services / Gift Shop/Shopping / Medical Assistance
Hospitals Nearby / Central Air / Sport equipment rental / Green Leaf
Green Key / I Stay Green / LivClean Eco Stay
Indoor Amenities
Accessibility
Ramps / Elevator / TTY Phones / Hearing Impaired Accessories
Wheelchair Accessible / Braille
Breakfast
Complimentary Continental Breakfast / Complimentary Breakfast Buffet / Paid Breakfast Buffet / Paid Continental
Breakfast
Paid Full Breakfast / Complimentary Full Breakfast / Complimentary Coffee
Business Services
Business Centre / Audio Visual Equipment / Meeting Rooms / Computer Rental
ATM Machine
Children Services
Child Care Service / Children's activities / Indoor Play Area / Outdoor Playground
Games Room
Dining
Licensed / Room Service / Bar/Cocktail Lounge / Special Diet Meals
Entertainment / Vegetarian Meals / Kosher meals / Full Service Restaurant
Fine Dining / Snack Bar / Banquet Facilities
Entertainment
In House Movies / Library / Night Club/Dancing / Group Activities
Stage Show
Fitness
Fitness/Workout Room / Spa and Wellness Facilities / Indoor Swimming Pool / Indoor Tennis Courts
Sauna / Hot Tubs / Steam room / Weight Room
Fitness Instructors
Retail
Gift Shop / Connected to Shopping / Sundries / Shopping Nearby
Transportation
Airport Transportation / Shuttle / Public transportation / Ski bus
Birding Nearby / Lakeside/swimming / Fishing Nearby / Horse Back Ride
Pool / Shuffle Board / Lawn Bowling / Bike Trails
Bike Rentals / Hiking Trails / Volleyball / Golf
Miniature Golf / Tennis Courts / Barbecue / Garden
Mountain view / Picnic Area / Hot Tubs / Skiing
Cross country / Hot Springs / Snow shoeing / Dog sledding

< VERY IMPORTANT >

COPY/DUPLICATE THE NEXT 2 PAGES FOR EACH ROOM CODE

THESE AMENITIES PAGES APPLY TO ROOM CODE

IN-ROOM AMENITIES

ENTER AN ” X” BESIDE THE AMENITY IF YOU HAVE IT; LEAVE BLANK IF YOU DON’T

Bed Type Options
1 Double Bed / 1 King Bed / 1 King OR 2 Twin Beds
1 Queen Bed / 2 Double Beds / 2 Queen Beds
2 Twin Beds / 3 Double Beds / 3 Queen Beds
3/4 Bed / Additional Sofa Bed / Bunk Beds
Optional Rollaway Beds / 1 Twin Bed / Murphy Bed
Bath Type Options
Ensuite Bath / Full Private Bath / Jacuzzi
Private Bath with Shower / Senior Friendly Bath / Shared Full Bath
Shared Shower Bath / Shower Tub Combo / Wheelchair Shower
In-Room Amenities
Air Conditioning / Alarm Clock / Bath Robe
Bed Lamp / Cable TV / Coffee Maker
Complimentary Toiletries / Daily Housekeeping / Desk
DVD Player / Fireplace / Free Local Calls
Hairdryer / In-Room Safety Box / Internet Access
Iron / Ironing Board / Kitchenettes / Microwave
Minibar / Multi-line Phone / Non-Smoking
Patio / Balcony / Radio / Refrigerator
Room Service / Satellite TV / Separate Sitting Area
Smoking / Toaster / Turndown Service
VCR / Video Games / Voicemail
Wake-up Calls / Wireless Internet / Slippers
In-room Movies
Room Location Options
First Floor / one set of stairs / Ground Floor Main Level / Lower Level
Multi-Storey Property with Elevator / Second Floor / Mountain View Rooms
Multi-Storey Property NO Elevator / Riverview Rooms / City View


CONFERENCE ROOM INFORMATION
- optional -

Contact Name / Title / Phone / Email
Example / Jane doe / Guest services /

MEETING ROOMS & CONFERENCE FACILITIES

Room Name / Size / Sq Feet / Ceiling Height / Classroom Capacity / U Shaped / Banquet Capacity / Reception Capacity
Eg. Main Board Room / 20x40 / 600 / 12ft / 56 / 30 / no / 25


SPA INFORMATION
- optional -

Spa Name:
Opening Hours
Spa: /
Wellness Center: /
Spa Boutique: /
Information
Spa Cancellation Policy: /
Service Charge and Tax: /
Loss or Damage: /

PICTURES AND IMAGES- mandatory -

System building will require a minimum of six photos for set up. Size required is 400pixels wide by 300pixels high. Photos smaller in size will not be accepted. Larger photos can be resized if necessary.
JPG format only. Keep the names short for the pictures. Numbers and letters only (example, diningroom1.jpg)

MANDATORY : One image of: (your property logo, your property exterior, and one image of EACH room code).

HIGHLY RECOMMENDED (if facilities exist): One image of EACH amenity (such as, pool, fitness room, meeting room, restaurant).

Pictures are available now: NO: YES :

IF YES: Use the following IMAGE SOURCES:

Will provide DISK: NO: YES:

WILL send in EMAIL: NO: YES:

Copy from WEBSITE(S) (named below): ______

ALL DONE FOR NOW - THANK YOU!