What a supplier rate sheet captures
Every lodge sends rates in its own format. Recording them all in one structure means your costing never starts from a PDF hunt:
- Supplier details — property name, location or park, contact person, phone and email
- Rate type — STO/net rate or rack rate, and the commission percentage if rack
- Validity — the dates these rates apply, and when the next rate sheet is expected
- Seasons — each date band the supplier prices differently (high, shoulder, low, closed)
- Room types — each room or tent category, with capacity
- Rates — per person sharing and single supplement, per season, per room type
- Meal basis — full board, half board, bed & breakfast, or all-inclusive
- Child policy — age bands, and the rate for children sharing vs in their own room
- What’s included — game drives, conservancy fees, laundry, transfers from the airstrip
- Park & conservancy fees — included in the rate or payable extra, per person per night
- Terms — deposit, release period, minimum stay, and the cancellation sliding scale
The rates grid
One row per room type per season keeps the grid unambiguous:
- Season and its exact dates (e.g. High: 1 Jul – 31 Oct)
- Room type (e.g. standard tent, family suite)
- Per person sharing rate
- Single supplement (as an amount or percentage)
- Child rate by age band (e.g. under 3 free; 3–11 at 50% sharing)
- Meal basis the rate is quoted on
- Currency (KES or USD) — note which, per supplier
Terms that affect your costing
The terms section is what saves you at quoting time — capture these before you need them:
- Release period — how long a provisional booking holds before it’s released
- Cancellation scale — e.g. 30+ days 25%, 15–29 days 50%, under 14 days 100%
- Deposit and balance — what the supplier requires, and when
- Closed dates and minimum stays — seasons the property shuts or requires 2+ nights
- Rate protection — whether confirmed bookings hold their rate if prices change
Worked example
Supplier details (example)
- Property
- Mara Green Camp — Maasai Mara (Talek gate)
- Contact
- Reservations — res@maragreencamp.example
- Rate type
- STO net rates, valid 1 Jan – 31 Dec
- Includes
- Full board, 2 shared game drives daily
- Excludes
- Conservancy fee USD 40 pp/night, payable direct
Rates grid row (example)
- Season
- High: 1 Jul – 31 Oct
- Room type
- Standard tent (max 3)
- Per person sharing
- USD 180 per night, full board
- Single supplement
- +50% of per-person rate
- Child 3–11
- 50% sharing with 2 adults
How to use it
- Download the template below in Word or PDF, or copy the structure.
- Fill in one sheet per supplier as rate sheets arrive — same structure every time.
- Record the rates grid season by season, room type by room type.
- Capture the terms — release periods and cancellation scales matter at quoting time.
- Feed the rates into your tour costing sheet — the two are built to work together.
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