What is included in the Best Western Computer System that franchisees are required to obtain and maintain?
Best_Western Franchise · 2025 FDDAnswer from 2025 FDD Document
an individual hotel website, booking engine, extranet, channel manager or any other channel of distribution to accept reservations.
Computer System
The hardware, software, cabling and related equipment comprising the computer system (the "Computer System") you are required to obtain and maintain throughout the term of the Membership Agreement varies depending on the type of Property you develop. The tables below detail the components of the Computer System by Property-type, including the estimated initial purchase price of the Computer System and certain related ongoing fees. All payments are made to third-parties except for the HMSS One-Time Installation Fee, HMSS Monthly Maintenance Fee, the BWI Two-Way System Installation Fee, the AutoClerk PMS Software Fee, and the BWI Two-Way Interface Maintenance Fee, which are payable to us or our affiliate, AutoClerk.
| Best Western, Best Western Plus, @Home by Best Western and Executive Residency by Best Western | Cost Estimate |
|---|---|
| Initial Purchase Price: | |
| PMS Hardware (2 Workstations) | $6,600 |
| Point of Sale Hardware (2 EMV Devices, | $4,000 |
| Installation, PMS Interface) | |
| Telephone System | $35,000 |
| Secure Printing (Public Space) | $6,000 |
| Best Western, Best Western Plus, @Home by Best Western and Executive Residency by Best Western | Cost Estimate |
|---|---|
| Initial Purchase Price: | |
| PMS Hardware (2 Workstations) | $6,600 |
| Point of Sale Hardware (2 EMV Devices, | $4,000 |
| Installation, PMS Interface) | |
| Telephone System | $35,000 |
| Secure Printing (Public Space) | $6,000 |
| Best Western Premier | Cost Estimate |
| ------------------------------- | --------------- |
| Initial Purchase Price: | |
| PMS Hardware (4 Workstations) | $20,000 |
| Best Western Premier | Cost Estimate | |---------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | | | | Point of Sale Hardware (4 EMV Devices, | $10,000 | | Installation, PMS Interface) | | | Telephone System | $35,000 | | Secure Printing (Public Space) | $6,000 | | Guest Wireless Solution | $40,000 | | (WIFI) | | | (Gateway, | | | Switches, UPS, Cabling, etc.) | | | Electronic | $30,000 | | Door | | | Locking | | | System | | | (Onity | | | preferred) | | | Televisions (Public Space) | $7,000 | | Hotel Managed Security Service (HMSS) One Time Installation Fee | Typically, $2,100 - $3,500 | | BWI | $1,500 | | Two-Way System Installation Fee | | | PMS System Installation Fee | $995 | | Ongoing Fees: | | | PMS Support Fee and GMS Support Fee | $3.97 per room per month for the AutoClerk Cloud PMS (includes $1.45 per room for the GMS) For System Hotels with a PMS waiver, a $1.45 per room per month fee for GMS support is required | | BWI Two-Way Interface Maintenance Fee | $0 to $669 per month | | HMSS Monthly Maintenance Fee | $130 per month, per Property |
| Vīb, GLō, Aiden
Source: Item 11 — Franchisor's Assistance, Advertising, Computer Systems, and Training (FDD pages 66–77)
What This Means (2025 FDD)
According to Best Western's 2025 Franchise Disclosure Document, the specific components of the required Computer System vary based on the property type. For Best Western, Best Western Plus, @Home by Best Western, and Executive Residency by Best Western, the initial purchase includes PMS hardware (2 Workstations) which costs an estimated $6,600, Point of Sale Hardware (2 EMV Devices, Installation, PMS Interface) which costs an estimated $4,000, a telephone system which costs an estimated $35,000, and secure printing for public spaces which costs an estimated $6,000.
For Best Western Premier properties, the computer system includes Point of Sale Hardware (4 EMV Devices, Installation, PMS Interface) which costs an estimated $10,000, a telephone system which costs an estimated $35,000, secure printing in public spaces which costs an estimated $6,000, a guest wireless solution (WIFI) (Gateway, Switches, UPS, Cabling, etc.) which costs an estimated $40,000, an electronic door locking system (Onity preferred) which costs an estimated $30,000, and televisions for public spaces which costs an estimated $7,000. These properties also have a Hotel Managed Security Service (HMSS) One Time Installation Fee that typically costs between $2,100 and $3,500, a BWI Two-Way System Installation Fee of $1,500, and a PMS System Installation Fee of $995.
All Best Western franchisees are required to license the System's PMS (currently AutoClerk Cloud PMS) from Best Western's affiliate, AutoClerk, for a PMS Support Fee. When franchisees obtain the required PMS, they will also receive the GMS, a guest management system. If a property has a waiver from the requirement to use the System's required PMS, the franchisee must still obtain the GMS and pay all associated fees. Franchisees must also pay ongoing fees including a PMS Support Fee and GMS Support Fee of $3.97 per room per month for the AutoClerk Cloud PMS (includes $1.45 per room for the GMS). For System Hotels with a PMS waiver, a $1.45 per room per month fee for GMS support is required. Franchisees must also pay a BWI Two-Way Interface Maintenance Fee of between $0 to $669 per month and a HMSS Monthly Maintenance Fee of $130 per month, per Property. Best Western estimates the annual costs to maintain the necessary upgrades of the Computer System to be $2,500.