Hotel Copies

Ensure your hotel copies qualify as paid circulation.

 

Paid hotel copies are:

  • Copies purchased by the hotel for free on-site distribution to its guests.
  • Copies included with a guest’s room charge with a refund available.

See AAM Rule C 101.4 Hotel Copies.

 

Pricing

Copies purchased by a hotel for free distribution to its guests must be paid at a qualifying price of at least one cent per copy, net of all considerations.

Copies included with a guest’s room charge must reflect a qualifying stated value and refund offering of at least one cent, net of all considerations.

See AAM Rule C 101.1 Paid Circulation Defined.

 

Qualification

Copies purchased by a hotel, for free distribution to guests, are eligible for inclusion as paid hotel copies provided the following requirements are met:

  • The hotel must order the copies.
  • All copies ordered must be available for pick up by guests on-site.
  • The hotel must pay at least one cent per copy or subscription, net of all considerations.
  • Copies distributed must be the current issue.

Copies included with a guest’s room charge are eligible for inclusion as paid hotel copies provided the following requirements are met:

  • At check in, the guest must be notified that a newspaper is included with the room charge and may be declined for a refund or credit.
    • The notification must be on the registration form, the key cardholder or a sticker affixed to the top of each day's newspaper. A sign, poster or tent card at the front desk or in the room is not sufficient.
    • The notification must explain how to decline the newspaper and state the amount of the refund.
    • The refund instructions must be clear and simple.
    • The refund amount must be at least one cent, net of all considerations.
  • The newspaper must be delivered to the guest’s room.
  • Copies distributed must be the current issue.
  • Copies declined and refunded are considered returns and must be excluded from paid circulation.

Copies distributed at the hotel, either free without a guest refund or paid for by a third party, are only eligible as qualified circulation.

 

For the Audit

For copies purchased by the hotel for guests, documentation includes, but is not limited to, the following:

  • Draw/returns (leftovers)
  • Copies of invoices between the hotel and the newspaper
  • Payment of invoices by the hotel
  • Name and contact information of hotel employee/manager responsible for managing the program’s execution.

For copies purchased by guests with refund, this includes, but is not limited to, the following:

  • Draw
  • Quantity of newspapers refunded
  • Example of registration notification (registration form, key card holder or sticker on newspaper)
  • Understanding of refund process

During the audit, the auditor will determine the level of review necessary for paid hotel copies. Audit procedures will be employed as deemed appropriate by the auditor and audit management.

It is the publisher’s responsibility to ensure that initiatives comply with all AAM rules and guidelines. Upon request, AAM provides a confidential review of members’ programs. If you are developing an initiative that is not addressed in this guide, please contact AAM.  

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Group Subscriptions
Group Subscriptions

Employee copies must meet certain requirements to be classified as paid group circulation.

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