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Hotel Guide—U.S. Newspapers (Effective April 1, 2009 through September 30, 2010)

For the Audit

For circulation generated by hotel programs to be claimed on ABC documents, a newspaper must maintain documentation to support the following:

  • Order
  • Payment
  • Delivery
  • All other guidelines governing the program were met

This includes, but is not limited to, the following:

  • For all types of hotel programs:
    • Draw and returns (leftovers).
    • Copies of invoices between the hotel and the newspaper.
    • Payment of invoices by the hotel.
    • Name and contact information for the hotel employee/manager responsible for managing the execution of the program.
  • For copies purchased by guests:
    • Example of notice to guest and option to either opt-in or out of room delivery (registration card, key card holder or sticker on newspaper).
    • Example of guest invoice.
  • For copies where a refund is offered:
    • Example of registration notification (registration card, key card holder or sticker on newspaper).
  • For copies purchased by the hotel:
    • Copy of contract/agreement.
    • Example of recipient notification, if necessary.
    • All other records pertaining to third-party sales.

During the course of the audit, the auditor will determine the level of review necessary for a newspaper’s hotel programs. Audit procedures will be employed as deemed appropriate by the auditor and audit management.

As a reminder, copies claimed on Publisher’s Statements that are not supported by cash payment at the time of audit are excluded from paid circulation on the Audit Report.

It is the publishers’ responsibility to ensure their hotel programs are executed in compliance with all ABC rules and guidelines. Upon request, ABC’s Publisher Relations department provides a confidential review of members’ programs. To take advantage of this review or if you are developing an initiative that is not addressed in this guide, please contact your Publisher Relations manager.

It is imperative to the efficiency of the audit that the publication responds in a timely manner to all auditor requests for documentation to support circulation claimed as educational programs.



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