This policy outlines the guidelines and expectations for hotel room accommodations, VRBO / Air BNB usage, lodging accommodations provided by the company, and guest usage during company-related travel for employees. It aims to ensure respectful and responsible behavior while promoting a comfortable and professional environment.
Single Occupancy:
- Company-sponsored hotel rooms are intended for single occupancy by the assigned employee only, unless previously agreed on for double occupancy between two staff members.
- In the event of a double occupancy, only members of the same sex will be assigned a shared room.
- Employees are not permitted to share their assigned room with non-employees, family members, or friends.
- In the event that a restroom or shower space must be shared, it may only be shared with members of the same sex.
Visitor Access / Room Access:
- Each room is a private room for the employee.
- Members of opposite sex shall not under any circumstances enter the private bedroom or bathroom of a fellow co-worker. Any socialization amongst co-workers should occur in the shared spaces such as a living room / kitchen / patio.
- Co-workers should respect the shared spaces of an Air BNB / VRBO and ensure cleanliness of all spaces.
- Non-employees, family members, or friends are not allowed to enter or stay in the employee’s assigned hotel room.
- Any exceptions must be pre-approved by the employee’s supervisor or manager and comply with hotel policies.
Meeting Guests: Meetings with clients, partners, or other external parties should take place in designated public hotel meeting areas or other appropriate venues, not in the employee’s hotel room.
No meetings should be held at a VRBO or Air BNB.
Noise and Behavior: Employees are expected to maintain quiet and respectful behavior within the hotel room to avoid disturbing neighboring guests. Avoid playing loud music, television, or engaging in disruptive activities that may affect others.
Safety and Security: Keep the hotel room door locked at all times and ensure that windows are securely closed. Avoid opening the door for unfamiliar individuals or inviting anyone who is not authorized to access the room.
Damage and Cleanliness: Employees are responsible for maintaining the cleanliness and proper condition of the hotel room during their stay. Report any damages or issues in the room to hotel staff promptly and notify the organization upon return.
Incidentals: The company provides compensation for the lodging only. Employee is 100% reponsible for any incidentals such as food, beverage, etc.
Drug / Alcohol / Smoking / Vapes Prohibited: Beer, liquor, alcohol, drugs, cigarettes, vapes, or any other substance is strictly prohibited at company provided lodging.
Zero Tolerance: There is a zero tolerance policy for these guidelines.