Does call handling cost you extra?
A lot of your bookings still come in by phone. The question is whether the platform charges you a per-booking fee on that call the same way it charges on a web booking.
Independent operators should verify whether a platform charges per-booking fees on phone reservations the same as online reservations, not just on web bookings. If a significant share of your reservations come in by phone, that difference adds up across a season.
Ask the vendor to show you exactly how a phone reservation is entered and what fee category it falls into. Get that answer in writing.
How do payment processing fees actually work?
Payment processing is where a lot of operators get surprised after they have already switched. Most major vendors are moving toward proprietary payment processors, which limits your choice and can mean higher transaction fees than you would pay with a third-party processor.
That matters because a fraction of a percent on every site night adds up across hundreds of reservations. If a vendor locks you into their processor, you cannot shop that rate.
Also confirm who carries Payment Card Industry Data Security Standard (PCI DSS) compliance. PCI DSS is the card industry's baseline security requirement, and any reservation system that handles payment card data must meet it. Ask the vendor directly whether their platform carries that compliance or whether the obligation falls on your park. Note that state-level consumer data protection laws, such as California's, can add obligations on top of PCI DSS regardless of what your vendor covers, so check the rules for your state.
What does the software actually cost per year?
Pricing models across the industry include per-reservation fees, monthly subscriptions, guest-paid booking fees, marketplace commissions, setup fees, and one-time licenses. That mix makes direct comparisons nearly impossible unless you map each model to your park's actual annual booking volume.
A platform with a low monthly fee but a per-reservation charge can cost more than a flat subscription if you run high occupancy. A marketplace model that charges guests a booking fee may look free to you but can reduce your conversion rate if guests balk at the surcharge.
Contract terms add another layer. Some platforms require annual contracts while others offer 30-day cancellation notice. Calculate your early-termination exposure before you sign, not after.
Can the software surface the numbers you need without extra work?
You should be able to open the dashboard on a Tuesday morning and see occupancy trends, revenue by site type, and how this month compares to last year. Reporting capability is a core criterion: confirm the system can surface occupancy and revenue trends natively, without requiring manual export to spreadsheets.
If you are exporting raw data to a spreadsheet every week to build your own reports, the software is not doing its job. Ask for a demo of the reporting screens specifically, not just the booking flow.
What about getting your data back if you switch?
Data portability is a switching-cost risk that most operators do not think about until they are already trying to leave a platform. Ask, before signing, whether you can export your full guest and reservation history in a standard format such as CSV at any time and upon cancellation.
Your guest list is an asset. A vendor that cannot give you a clean export on demand creates a lock-in situation with a real cost, and that cost belongs in your total cost comparison.
What guest communication tools are included, and at what price?
Automated confirmations, pre-arrival messages, and post-stay follow-ups reduce the calls your staff fields and improve the experience for campers who want to know their site number before they pull in. These tools vary by platform and by pricing tier.
Verify which communication features are included in the base price versus locked behind higher tiers. A platform that advertises automated messaging but puts it in a premium tier is effectively charging you more for a feature you will rely on daily.
Ask for a walkthrough of what a guest receives from the moment they book through the morning after checkout. That sequence tells you more about the communication tools than a feature checklist does.
Where do you start building a shortlist?
OHI, formerly National ARVC, hosts campground owner conferences and technology partner showcases. Those events are a vendor-neutral starting point for seeing multiple platforms side by side and talking to other operators who have already been through the selection process.
Beyond that, talk to parks similar to yours in size and accommodation mix. A park with mostly tent sites has different needs than a large RV park with full hookups and cabin rentals. The platform that works for one may be overkill or underpowered for the other.
What should you do next?
- Build a shortlist of three to five platforms using OHI's technology partner resources and peer recommendations from parks your size.
- For each vendor, ask directly: how are phone reservations charged, who carries PCI DSS compliance, what processor do you require, and can I export my full guest history as a CSV at any time.
- Run each vendor's pricing model against your actual annual booking volume, not a hypothetical number.
- Request a live demo focused on reporting screens and guest communication flows, not just the booking calendar.
- Read the contract for cancellation terms and early-termination clauses before you sign anything.
Where does Propty fit?
For campgrounds, Propty syncs Hipcamp, Airbnb, VRBO and The Dyrt calendars every 30 minutes and before every booking, and flags double bookings.