Registering minors in accommodation: details, signatures and accompanying adults
What to check when minors are travelling: individual details, accompanying adults and guest form signatures, with official sources and practical examples.
In this guide
Minors are also included in guest registration. When preparing for a family or school group, separate three questions: which details belong to each person, who provides them and what signature the guest form requires. A booking in one adult’s name does not mean that registering that adult alone is enough.
Individual details
Everyone on the booking
Accompanying adults
Relationship to the adult
Signature
Check the guest registration form
What the Royal Decree says about minors
Article 4.2 of Royal Decree 933/2021 requires guest forms to be signed by every person over fourteen using the service. For children under fourteen, their details are provided by the accompanying adult. Retain this wording when preparing instructions for staff.
Annex I also includes guest details and the family relationship when one of the travellers is a minor. Review the whole booking before reporting it, particularly if several people share surnames or if the person who booked is not the adult accompanying the child.
Families, guardians and school groups
The Ministry’s FAQs explicitly address minors accompanied by an adult who is not their parent. Question 25 requires recording the capacity that establishes that responsibility, mentioning guardians, teachers and sports instructors.
You can organise preparations around these examples:
- Family: check that everyone staying is included and that each child’s details are linked to the relevant accompanying adult.
- School group: agree with the coordinator who will provide the information and review each adult’s role in relation to the group.
- Sports activity: identify the responsible adult and avoid automatically recording every connection as a family relationship.
These examples help organise registration details. They do not replace reviewing the accommodation’s admission conditions or any authorisations that may be relevant to a trip.
What to prepare before arrival
Ask the person coordinating the booking to review the group’s composition in advance. An operational list should help check how many people are arriving, whether anyone still needs registering and which details need confirmation. Avoid letting a single record for the lead guest conceal the other travellers.
Check the dates
Review dates of birth and check that a child has not been assigned someone else’s record.
Identify the remaining information separately
Separate details awaiting confirmation from information that has already been checked.
Explain what is missing
Explain to the accompanying adult what information is missing and why it is requested, using short, specific messages.
Check the signatures
Review the required signatures before marking registration as complete.
Data protection and final checks
Collect only the data needed
Do not turn uncertainty about age or accompanying adults into an indiscriminate request for documents. The Spanish Data Protection Agency rejects requesting copies of identity cards or passports to meet accommodation registration obligations. Checking data accuracy and keeping photographs are separate decisions.
When the group arrives, compare its composition with the prepared booking. If anything has changed, review the affected submissions and their outcomes, rather than assuming that an earlier record is correct simply because the total number of people matches.
How to review a correction in SES.HOSPEDAJES
Organise data collection with online check-in
