Introduction

In recent years, the registration of travelers has become increasingly important for accommodation providers. Such registers not only provide the authorities with vital information about individuals staying in the area, but also help to develop the local economy and implement tourism strategies more effectively. It also facilitates compliance with the regulations imposed in each region or country.

It is very useful to be aware of your accommodation obligations and of tourist accommodation regulations in Spain and in the following article we will explain what the Hospederias de la Guardia Civil is, and what factors and steps property owners should be aware of when they register travelers.

What is Hospederías de la Guardia Civil?

In Spain, if you own a place for tourists to stay, you might not know that you have to keep a record of who stays there. It's a rule that's not widely known. This record needs to be shared with the authorities, like the Civil Guard, to ensure public safety.

The Spanish government says this is important because any kind of accommodation, be it a vacation home, hotel, or campground, can affect public safety.

Important Information About New Guest Registration Requirements

Guest registration requirements in Spain have become stricter in recent years. But what do you need to be aware of? The Ministry of Internal Affairs has planned to introduce a new guest registration system called SES.HOSPEDAJES from 1 October 2024. Until then, as in previous years, you will have to register your guests through Civil Guard Hospederías.

You may ask: why is this registration necessary?

Well, it is important for public authorities to be aware of the identification details of guests and to have access to a list of people staying in tourist accommodation in Spain.

The traveler registration form must be filled in at check-in with the details of guests aged 16 and over. The registration form must be sent to the authorities within 24 hours of the arrival or departure of the guests. And also, the travel registrations must be registered by the host in a travel register book, which can be in physical or digital format, with a minimum of 100 pages and a maximum of 500 pages.

Civil Guard Hospederías: Registration

Even if you can also send your registrations and traveler reports to the National Police, in this article we want to show you how you can do this using the Hospederías de la Guardia Civil platform. It is easier than you think.

Civil Guard Hospederías: Registration

To send the travel report, first you need to register on the platform. To do this, our advice is to follow the next steps.

First, download the registration form on the website and complete it. After that, you will need to present the form at the nearest Civil Guard station to your accommodation. You will have to wait until they accept your application, if they do, you will receive the necessary information to log in:

• Establishment code,
• Username,
• Password.

Sending The Traveler Report Online

After the registration you can easily send your traveler report. All you need to do is log in with the information you have received and fill out the form with your guests' details. It is very important to fill out the form correctly for all of your guests.

The traveler report can also be completed by yourself, which means that you do not have to use the Guardia Civil online form, just make sure you follow the requested instructions and rules.

How to Register Travelers in Catalonia

If you own tourist accommodation in Catalonia, it's crucial to continue registering travelers through Mossos d'Esquadra, even after new regulations take effect. Follow these straightforward steps:

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Step 1: Register Your Property

• Visit the Mossos d'Esquadra website, navigate to 'Serveis i tràmits,' then 'Registre de viatgers d'establiments d'hostalatge,' and enter the 'Registration d'establiment' section.
• Access the form named 'Formulari d'registration d'establishment
• Fill out the form and click 'OK.

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Step 2: Print and Deliver

• Print two copies of the form.
• Physically deliver them to the nearest Mossos d'Esquadra police station. If that's not possible, submit them to the Regional Administrative Police Unit (URPA).

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Step 3: Access the Hospitality Application

• Check your email for the username and password sent to you.
• Use these credentials to access the Hospitality application, where you can register and generate traveler reports.

For Mossos d'Esquadra traveler registration:

• Similar to the Civil Guard, register travelers within 24 hours of their accommodation start.
• Complete the registration in person at the Mossos police station or electronically via the web, fax, or postal mail.
• Upon receipt of your document, authorities will issue a confirmation receipt for the completed registration.
• Stay compliant by following these simple steps for traveler registration in Catalonia.

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How to Register Travelers in the Basque Country

For those operating accommodations in the Basque Country, both establishing and registering travelers require using the Ertzaintza website under the 'Companies' and 'Hotel registration' sections. Follow these user-friendly instructions:

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Step 1: Registration

Depending on your possession of a digital certificate, follow the relevant process.

With a digital certificate: Register the establishment using the Establishment Registration Request and the manager or owner's User Registration Request form.

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Step 2: Verification and Profile Access

Upon correct and validated data, your establishment will automatically appear when accessing your user profile.

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Step 3: Traveler Registration

• Access the website and proceed to register travelers for the specific accommodation.
• Utilize the same platform for generating and sending reports. If online submission isn't feasible, alternative methods include in-person submission or fax.

Remember, traveler registration must occur within 24 hours of guests entering the accommodation. Follow these straightforward steps to ensure compliance in the Basque Country.

Legal Consequences and Financial Penalties

What Happens If I Don't Register My Guests? Lodgings that do not submit a traveler report to the Guardia Civil Hospederias can face serious financial penalties. This is why it is important to fill out the form correctly with your guests' details in order to avoid possible penalties. The amount of financial penalties can be as follows:

• For minor infractions, the amount of the penalty ranges from €100 to €600,
• For more serious infractions, the amount of the penalty ranges from €601 to €30 000.

In addition to the financial consequences, failure to report guest data can lead to legal action by the tax authorities.

Conclusion

In summary, registering your guests and managing your guest data communication is essential to ensure that your accommodation administration is handled properly and to avoid possible financial or legal penalties.The traveler report can be easily completed and submitted online as described above, but of course, it is recommended that all property owners should find the most appropriate and easiest way to submit the traveler report to the relevant authorities.