What hardware is included in the PMS hardware that Even Hotels franchisees must replace periodically?
Even_Hotels Franchise · 2025 FDDAnswer from 2025 FDD Document
Hotels will operate a computerized property management system (PMS) that has been certified by SCH and must maintain the PMS in conformance with the business and performance standards of SCH. The PMS must have a database schema and shell which is approved by SCH, in order for the interface from the PMS to the CRS to work correctly. Hotels will be responsible for establishing and maintaining proper application access control to align with Payment Card Industry Data Security Standards (PCI-DSS). Operating systems, database, and other programs must be maintained with current approved security patches that are fully supported by the software vendors. The PMS must be periodically updated and maintained to conform to SCH approved software versions, technology advancements and security requirements. This may require certain hardware and/or software components to be replaced or upgraded. At a minimum, the PMS hardware and software must be replaced at least every 48 months. PMS hardware includes server(s), workstations, printers, monitors, ups, back-up device, and associated network components.
Source: Item 8 — Restrictions on Sources of Products and Services (FDD pages 59–68)
What This Means (2025 FDD)
According to Even Hotels' 2025 Franchise Disclosure Document, the PMS (Property Management System) hardware must be replaced at least every 48 months. This hardware includes servers, workstations, printers, monitors, UPS (uninterruptible power supply), back-up devices, and associated network components.
Maintaining an up-to-date PMS is crucial for Even Hotels franchisees because the PMS equipment is also used for accessing the Reservation System. The franchisee is responsible for maintaining the PMS in accordance with Even Hotels' business and performance standards. This includes ensuring the PMS has an approved database schema and shell for proper interface with the Central Reservation System (CRS).
Franchisees must also keep operating systems, databases, and other programs updated with approved security patches from software vendors. These measures ensure data security and compliance with Payment Card Industry Data Security Standards (PCI-DSS). The FDD also mentions that franchisees must enter into a Joinder Agreement with Hewlett-Packard Inc. to obtain the PMS system hardware, software, and deployment services. They must also enter into a Microsoft Participation Agreement detailing obligations under the provided software license.
Given the rapid pace of technological advancement and the increasing importance of data security, the requirement to replace PMS hardware and software every 48 months is a significant consideration for prospective Even Hotels franchisees. This ensures that the hotel's technology remains current, secure, and compliant with brand standards, but it also represents an ongoing capital expenditure.