Service Dogs at Meetings: 6 Important Questions Answered

By Barbara Scofidio, Skift Take

When it comes to service animals, planners need to know what questions to ask both the attendee and and their suppliers to avoid any issues.

If you’re seeing more dogs with brightly colored vests when you travel, it’s because an estimated 500,000 Americans with disabilities use service dogs for assistance, a number that will only continue to grow.  

This includes a variety of kinds of specially trained dogs, from guide dogs and dogs for the hearing-impaired to psychiatric dogs for people with conditions such as PTSD or anxiety. There are also mobility assistance dogs who help people with physical support and medical alert dogs who alert their owners of impending seizures or diabetic episodes.

If you’ve never had a service animal at your meeting before, most of your responsibilities as a planner center around communication. It’s important to inform everyone, from the hotel to the DMC to any off-site venues, of an attendee who will be bringing his or her service animal. Make sure that all arrangements are discussed in advance and questions answered. 

Following are the answers to 6 important questions for meeting planners.

1. Are hotels required to accept service dogs?

Yes, under the Americans with Disabilities Act (ADA), hotels can ask two questions of the attendee: "Is the dog a service animal?" and "What task does it perform?" They will expect that the service dog will be housebroken and either on a leash or wearing a harness. They are not allowed to ask for I.D. or proof that the dog is a service dog.

2. Can hotels charge extra for service dogs?

Service dogs are considered working animals, not pets. For this reason, hotels are not allowed to charge extra fees or deposits. However, they can still charge for damages caused by service animals (like cleaning fees), so it’s important to make the attendee aware of this.

3. Can a hotel refuse a service dog?

Hotels are prohibited from discriminating against service dogs. However, if a hotel believes that they will “fundamentally alter” the nature of goods, services, programs, or activities provided to the public, it can refuse an animal.

4. Are you required to allow service dogs access to meal functions?

Even if state or local health codes prohibit animals on the premises, hotels and venues must allow service animals access to all public areas. Allow the attendee to sit where he or she prefers, just like any other guest, and not be separated or isolated from the others.

5. What are the rules regarding flying?

Just like hotels, airlines are required to recognize dogs as service animals and allow them access. However, the U.S. Department of Transportation has strict guidelines around flying with service animals. Among them, they may require documentation, such as a form attesting to the animal’s health, behavior, and training (including its ability to relieve itself). If the attendee does not complete the paperwork, he or she might be denied boarding.

6. What is the basic etiquette when it comes to service animals?

There are established best practices about how to treat a service dog. Among them: approach the person first, not the dog; ask permission before you touch the dog; and never offer food. It helps attendees who might not be familiar with the etiquette when you model this behavior for them to follow.

Source: meetings.skift.com