Hotel Booking and
Room Captain Handbook

CrashWith is FurFest at the Grove's official Roomshare partner! CrashWith makes finding roommates easier, adding trust to the process, and offers a flexible cancellation policy for roomshare payments between friends.

You can list your available roomshare space or telegraph your need for space in a place that won't get buried under hundreds of messages.

CrashWith also offers CrashGuard, where roomshare payments made through CrashWith are protected: if a Room Guest backs out for any reason, the Room Captain keeps what they've received, and CrashWith refunds the guest. Learn more about CrashWith's Mission and CrashGuard.

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FurFest at the Grove

September 11–13, 2026

To ensure a safe, affordable, and respectful experience for all FurFest attendees, we have partnered with Positive Peer Travel to secure a discounted hotel block in Bethlehem, PA.

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As guests in a public hotel, we require all attendees in our block to adhere to the Room Captain System and the strict etiquette guidelines outlined below.

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1. Booking & Rates

Managed securely by Positive Peer Travel (Agent: Corinne Pulliam)

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• Current Estimated Rate: $120–$170 per night (plus taxes/fees).

  • NOTE: this rate can fluctuate and is only estimated as of May 1st 

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• Capacity: First-come, first-served for the first 20 rooms.

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• Payment Timing: Rooms are paid in full at the time of booking, not at check-in.

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• Price Guarantee: If the final room pricing exceeds $200/night, Positive Peer Travel will contact you for approval before confirming or charging your card.

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• Confidentiality: For guest safety, the exact name and address of the hotel will only be provided in your confirmation email.

  • Do not share the hotel details publicly.

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How to Split the Cost (Examples): Take the total charged (room + 6% tax) and divide it by the number of occupants:

• Higher Rate Example: 3 nights at $170/night + 6% tax = $540.60. Split among 4 occupants = $135.15 per person.

• Lower Rate Example: 3 nights at $120/night + 6% tax = $381.60. Split among 4 occupants = $95.40 per person.

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2. The "Room Captain" Role

Every room must designate one Room Captain. This person is the primary responsible party for the booking, the room folio, damages, and guest behavior.

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Room Captain Responsibilities:

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• Financial: You authorize the initial booking charge and the hotel's incidental hold upon check-in. You are responsible for collecting the split costs from your roommates.

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• Occupancy: Ensure the room does not exceed the limit (King = Max 2 people; Double = Max 4 people).

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• Enforcement: Ensure all occupants follow quiet hours, smoking rules, and checkout. Confidentiality: You hold the full booking details. You may share the hotel address with your registered occupants, but you must never post it publicly.

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3. Hotel Policies 

By booking through our block, you agree to the venue's strict rules:

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• Check-In / Check-Out: Check-Out begins at 3:00 PM. Check out is at 11:00 am

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• Incidental Deposit: The hotel will place a hold on the Room Captain's card at check-in ($100.00 per Day or $150.00 per Week). This is released 7-10 business days after a clean room inspection.

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• Age Requirement: All registered occupants must be 18 years of age or older and must present a valid government-issued photo ID at check-in.

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• Quiet Hours: 10:00 PM to 8:00 AM. Please respect standard guests staying at the hotel.

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• Zero Tolerance Smoking/Vaping: The hotel is 100% smoke-free and vape-free. Violations incur severe cleaning fees charged to the Room Captain.

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• Service Animals Only: The hotel is NOT pet-friendly. Only ADA-compliant service dogs are permitted.

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4. Group Etiquette & Hygiene Rules

Sharing a room requires respect and communication. All occupants must agree to the following:

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• Hygiene: Shower considerately, use deodorant, and change clothing appropriately. Wash your hands frequently.

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• Bathroom Courtesy: Keep showers short during peak times. Clean up hair and wipe down sinks/mirrors after use. Do not share toiletries, towels, or razors without explicit consent.

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• Cleanliness: Clean up food and drink spills immediately.

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• Noise: Use headphones for loud media late at night. Step into the hallway for loud phone calls.

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• Damage: Do not remove hotel property (towels, electronics). If damage occurs, the Room Captain will be charged, and occupants are legally required to reimburse the Captain.

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5. Incidentals, Disputes & Safety

• Incident Reports: If damage occurs or hotel rules are broken, an Incident Report will be filed with FurFest staff. The hotel reserves the right to evict guests without refund for inappropriate behavior.

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• Key-Hold Policy: If an occupant is intoxicated or impaired, FurFest staff may request a temporary "Key-Hold" (surrendering vehicle keys to the Room Captain) until safe transport is arranged.

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• Reimbursement: Occupants agree that if they charge the Room Captain's card (for damages, smoking fees, etc.), they are legally responsible for reimbursing the Room Captain in full.

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Ready to Book?

When you click the booking link, you will be directed to the Positive Peer Travel Secure Portal.

The Room Captain will need to provide:

• Legal names, phone numbers, and emergency contacts for all occupants.

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• A valid credit card must be charged immediately for the room rate and taxes.

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• Digital signatures agreeing to the Travel Purchase Authorization and the Occupant Acknowledgment Statement.

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Note: Bookings will require a photo upload of the Cardholder's ID and the front/back of the credit card for fraud prevention, per agency policy.

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Need Help? Contact Positive Peer Travel: (610) 905-7050 Event Questions: PandaPlayhouse20@gmail.com