Room Inspection Procedures
the Standing Rules (Revised:06/17/08)
Hotel Room Inspection Procedures. It is recognized
that exhibitors whose cats cause damage and unusual
cleaning to hotel rooms cause show-production
clubs great hardship. Therefore, at the option
of the sponsoring club, the sponsoring club may
elect to use the following procedures:
The show flyer shall clearly state the following:
"[Name of Club] has elected to use the Hotel
Room Inspection Procedures for exhibitors who
lodge at [Name of Hotel or Hotels] using the club's
group booking. Entry in this show, and lodging
at [Name of Hotel or Hotels] using the club's
group booking, shall constitute an acknowledgment
by and consent of the exhibitor to these procedures"
The club shall provide a copy of these rules to
the show hotel, and obtain the cooperation of
The exhibitor under whose name the hotel room
is let shall, for the purposes of this rule, be
the "Responsible Party."
"Damage" shall refer to abnormal wear
and tear to the hotel room, including, but not
limited to the following:
903.7.4.3 Claw marks.
903.7.4.4 Strong odor.
903.7.4.5 A substantial amount of cat litter
outside a proper container.
903.7.4.6 A substantial amount of cat food outside
a proper container.
903.7.4.7 Any other staining or damage not caused
by normal wear and tear.
The hotel shall notify the show committee immediately
upon ascertaining that a room has sustained Damage,
but not later than 4 PM on the date the Responsible
Party has checked out of the hotel.
The show committee shall then, accompanied by
a staff member designated by the hotel, inspect
the room and note the location and amount of any
damage as well as the date and time of the inspection
on an inspection report. If possible, the show
committee shall notify the Responsible Party,
who may attend the inspection. If either the hotel
or the Responsible Party disagrees with the assessment
of any damage as made by the show committee, the
show committee shall, immediately upon conclusion
of the inspection, allow that person to note the
item or items of Damage disagreed with, as well
as the date and time, on the inspection report.
The hotel will not undertake any cleaning or repair
of the room until after the inspection. The hotel
shall then provide the Responsible Party and the
show committee with an itemized statement listing
the cost of rectifying the Damage including repair,
replacement or extraordinary cleaning fees (the
"Repair Fees"). The club may elect to
reimburse the Repair Fees directly to the hotel,
in which case the club will immediately notify
the Responsible Party that the club has done so.
The Responsible Party shall, within 21 days, reimburse
the hotel or the club for the Repair Fees. Should
the Responsible Party fail to pay the Repair Fees
within 21 days, the club shall notify the Executive
Office, who shall then notify the Responsible
Party pursuant to the Bad Debt provisions of these
rules. The Responsible Party shall provide proof
of payment of the Repair Fees. If the Repair Fees
remain unpaid, those fees shall be considered
a Bad Debt within the meaning of these rules,
and the Responsible Party shall be
temporarily suspended pursuant to the Bad Debt
provisions of these rules.
If, immediately upon check in, the Responsible
Party determines that the room is not adequately
clean, or that there is damage already existing
to the room, the Responsible Party shall immediately,
or as soon as practicable, notify a member of
the show committee. The show committee shall then
inspect the room in the presence of the Responsible
Party, and document any already existing damage
to the room. Existing damage documented by a member
of the show committee, or person designated by
the show committee for such documentation, shall
not be the responsibility of the Responsible Party
under this rule.
above in PDF format for downloading
Hotel Damage Release Form
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