Meetings and events that reward the planner

These Terms and Conditions ("Terms") are effective as of July 7, 2020 ("Effective Date") and govern the Best Western Planners Advantage℠ program ("Planners Advantage").

Best Western International, Inc. ("BWI") operates Planners Advantage as part of the Best Western Rewards loyalty program.

Participation in Planners Advantage is subject to these Terms and the terms and conditions of the Best Western Rewards program.

Void where prohibited by law. 

Individuals who are members of Best Western Rewards and who book or plan meetings and events ("Planner" or "you") can earn points (as applicable, "Points") and other benefits for qualifying events (described below) at participating hotels. Not all hotels participate in Planners Advantage. Please inquire with the hotel to confirm that the hotel participates in Planners Advantage.

1. Enrollment in Best Western Rewards 

You must be enrolled in Best Western Rewards to receive the benefits described in Section 4 (the "Planners Advantage Benefits"), including earning Points in Best Western Rewards. You will not receive Points or other Planners Advantage Benefits for any qualifying event booked or held prior to you becoming a member in Best Western Rewards. You do not need to be a registered guest or attend the qualifying event to receive Planners Advantage Benefits.

2. Qualifying Events 

A qualifying event is an event or meeting that is booked by the Planner or by a third party intermediary, and requires a minimum of ten (10) paid guest rooms be occupied on any given night.

The Planner must provide his/her Best Western Rewards membership number in the applicable contract for the qualifying event indicating that the Planner wishes to earn Points for the event. 

A qualifying event will not include: (i) any booking of guest rooms, regardless of the number of guest rooms, that is booked in any manner other than in accordance with these Terms, (ii) any booking of guest rooms that are complimentary, (iii) complimentary meetings or meeting charges, or (iv) previously contracted events.

Qualifying event attendees who are Best Western Rewards members will not earn Points for their stays if their individual room bills are paid through a master account. 

Multiple events or meetings that the same entity holds on the same date(s) at the same participating hotel will count as one qualifying event.

3. Qualifying Charges 

Qualifying charges include room revenue, meeting room rental, catering food and beverage ordered from the participating hotel and paid for on the master account.

Qualifying charges do not include taxes, gratuities, service fees, cancelation charges, attrition charges, outside vendor or supplier charges (even if such outside third-party vendor or supplier charges are identified in the event contract or included in the master account for the qualifying event), complimentary rooms, meeting event credits or special discounted programs, any attendee incidentals including individual meals and beverages, or other expenses. 

In the event the number of sleeping room nights, meeting rental fees and/or applicable food and beverage charges actually used/incurred during a qualifying event vary from the number of sleeping room nights, meeting rental fees and/or applicable food and beverage charges set forth in the applicable event contract, then the Points awarded will be based upon the number of sleeping room nights, meeting rental fees and applicable food and beverage charges actually used/incurred.

4. Planners Advantage Benefits 

You will receive Diamond Elite Status in Best Western Rewards program.

You will earn two (2) Points in Best Western Rewards for each $1.00 U.S. Dollar spent for qualifying charges after the master account for the qualifying event has been paid in full. There is a maximum of thirty thousand (30,000) Points available for each qualifying event per planner ("Maximum Bonus Points"). 

In lieu of receiving Points, you can elect to receive a $25.00 credit off of the master bill for every 5,000 Points earned for the qualifying event. There is a maximum credit of $150.00 that can be redeemed for each qualifying event.

If you designate a third party intermediary, the third party intermediary will also earn two (2) Points for each $1.00 U.S. Dollar spent on qualifying charges after the master account for the qualifying event has been paid in full up to the Maximum Bonus Points. The third party intermediary must be a Best Western Rewards member prior to the booking of the qualifying event. 

Points will be rounded up to the nearest whole number of Points. Gold, Platinum, Diamond, and Diamond Select Bonus Points cannot be earned through Planners Advantage.

In order to calculate Points for qualifying charges that are paid for in currencies other than U.S. Dollars, BWI will first convert the amount of the payment to U.S. Dollars using a reasonable conversion rate, as determined by BWI, no less than annually and in its sole discretion but based on officially published conversion rates, and then calculate the Points based on the converted payment amount. 

Redemption of Points is subject to the Best Western Rewards Program terms and conditions.

You are responsible for any taxes imposed on the Points and other Planners Advantage Benefits. 

5. Additional Terms and Conditions

By participating in Planners Advantage, any Planner who books on behalf of an employer, client or any other third party (each, a "Group") agrees to (i) notify the Group of any Planners Advantage Benefits, including Points, the Planner receives in connection with Planners Advantage; (ii) comply with all applicable gift or incentive policies of that Group; and (iii) comply with all applicable laws, rules and regulations. 

By participating in Planners Advantage, each Planner agrees to indemnify, defend, and hold harmless BWI, the participating hotel, and their respective affiliates and subsidiaries from and against any and all claims asserted by any third party arising from your failure to comply with these Terms.

Notwithstanding anything to the contrary contained in these Terms, (i) each participating hotel reserves the right, in its sole discretion, to decrease the number of Points to be awarded, or to award no Points, in the event that the qualifying charges generated from a qualifying event decreases by more than thirty percent (30%) from the total amount of qualifying charges contemplated by the applicable event contract; (ii) Points will not be awarded on complimentary rooms, meeting event credits or special discounted programs. 

BWI reserves the right to change or terminate Planners Advantage or any of the Terms at any time without notice. Use of Points is subject to the terms and conditions of the Best Western Rewards Program which are subject to change at any time without notice. Visit Best Western Rewards Program terms and conditions. 

Void where prohibited by law.