When is the credit for Best Western free night vouchers credited to the property?
Best_Western Franchise · 2025 FDDAnswer from 2025 FDD Document
visibility and equal access to guest room rates offered by Properties through any non-Best Western distribution channel such that those rates may be offered through Best Western channels.
Approved June 2016 – Effective June 15, 2016, Best Western Properties shall use Best Western electronic distribution systems as the exclusive method of offering rooms to intermediaries.
Best Western Rewards® Program
(Formerly Gold Crown Club International ("GCCI"))
Approved December 21, 2011 – Members shall award Best Western Rewards ("BWR") program points, miles or partner rewards to a BWR participant for all rooms with qualified rates, up to a maximum of ten (10) rooms, when paid for by a BWR participant and when associated with the BWR participant's stay at the Property.
Approved February 2009 - Effective April 1, 2009, a Free Night Award (FX Rate) program and reimbursement structure was adopted.
Approved November 2022 - Effective January 1, 2023, or as
Source: Item 23 — Receipts (FDD pages 108–413)
What This Means (2025 FDD)
According to Best Western's 2025 Franchise Disclosure Document, the timing of credit for Best Western free night vouchers is not explicitly detailed in the provided excerpts. However, the FDD does provide information regarding the reimbursement structure for Free Night Awards (FX Rate).
The reimbursement to Best Western properties depends on the property's occupancy rate when the FX room night is used. If the occupancy is 90% or higher, the property is reimbursed at 90% of its average daily rate (ADR). For occupancy between 70% and less than 90%, the reimbursement is 70% of the ADR. If the occupancy is less than 70%, the property receives the greater of 40% of the ADR or $40.00, with a minimum reimbursement of $40.00 regardless of occupancy.
While the FDD excerpts detail how the reimbursement amount is calculated, it does not specify when these credits are applied to the property's account. A prospective franchisee should inquire with Best Western about the specific timing and process for receiving these reimbursements to fully understand the cash flow implications.