Room Captain Agreement

Who Is a Room Captain?

A Room Captain is a CrashWith member who holds a confirmed lodging reservation and chooses to share that space with other event attendees (Room Guests) through the CrashWith platform. As a Room Captain, you are responsible for your reservation and for providing the experience you advertise to your Guests.

Your Core Responsibilities

• You must hold a real, confirmed reservation. Listing a room you do not have or cannot deliver is fraud. CrashWith requires reservation verification before you are able to collect payment from Guests through CrashWith.
• Your listing must be accurate. Room type, number of spaces, price, and event details must reflect what you will actually provide. Misleading listings may result in account suspension.
• You are responsible for your reservation costs. CrashWith facilitates Guest payments to you, but the underlying hotel or lodging reservation is your obligation. Guest payments do not guarantee coverage of your full reservation cost.
• You must provide access as promised. Once a Guest has paid, you are obligated to provide them with the agreed-upon space for the duration of the event.

Generating an Invoice

When you generate a payment invoice and share it with a Guest, you are making a binding commitment to that Guest. Specifically:

• The space(s) on the invoice will be reserved exclusively for your Guest once they pay.
• Your listing details are accurate - room type, space count, and pricing are truthful.
• You hold a real, confirmed reservation for the dates shown.
• The price on the invoice is the complete payment for the invoiced space(s). You will not request additional payment from the Guest for the invoiced space(s) outside the CrashWith platform.
• You will provide access to the agreed space(s) for the duration of the event.
• If you are unable to attend the event, you must not cancel the reservation. Instead, you must transfer the reservation to one of the Guests who paid the invoice, or communicate with the hotel to enable the Guests to check in under their own name. You must not request or require additional payment from the Guest to transfer the reservation or provide access to the space(s). Cancelling a reservation after a Guest has paid may result in account suspension. CrashWith may notify the event of the cancellation.

Pricing and Platform Fees

• You set the payout you want for each space. CrashWith adds a 10% platform fee on top of that payout to arrive at the price Guests see, so a $100 payout is listed to Guests at $110. The fee is paid by the Guest and is CrashWith's share of the room price; it is not deducted from the payout you set.
• Guests may add optional CrashGuard coverage at checkout, from 0% to 25% of the space price. Any CrashGuard amount is paid to CrashWith, funds the CrashGuard program, and does not change your payout.
• A Guest who pays without signing in to a CrashWith account is charged an additional 2% platform fee. It is waived for signed-in Guests and does not affect your payout.
• Payouts are processed via Stripe Connect. You must complete Stripe onboarding before receiving funds.
• CrashWith pays Stripe's card processing fees out of its platform fee. They are not deducted from your payout.
• Negotiated prices (set per-invoice) are final once the invoice is generated and may not be changed after a Guest has paid.

Cancellations and Changes

• Guest-initiated cancellations are handled through the platform.
• Room Captain-initiated cancellations of a paid booking are not allowed. If you cannot fulfill your commitment, you must transfer the reservation to a Guest or communicate with the hotel to enable the Guests to check in under their own name. Cancelling a reservation after a Guest has paid may result in account suspension. CrashWith may notify the event of the cancellation.
• If the event itself is cancelled, CrashWith will pay Guest refund claims, and Room Captains will be permitted to keep the payments they received.
• Changes to room details after a Guest has paid must be communicated to the Guest immediately via the CrashWith messaging system.

Guest Relations and Code of Conduct

• Treat all Guests respectfully. Discrimination based on race, gender, religion, national origin, sexual orientation, disability, or any other protected characteristic is prohibited.
• Room rules and expectations (e.g., quiet hours, guest policies, check-in procedures) must be disclosed in your listing before a Guest pays.
• Harassment, threats, or abusive behavior toward Guests will result in immediate account termination, and CrashWith may take additional actions as necessary to protect Guests and maintain a safe platform.

CrashGuard

CrashGuard is CrashWith's protection program for Guests. As a Room Captain, you should understand how it works:

• If a Guest files a CrashGuard claim (e.g., they became ill or they had a family emergency), CrashWith will issue a refund to the Guest, and you will be permitted to keep the payment you received.
• CrashGuard does not cover disputes arising from Guest behavior or changes initiated by the Guest.

Account Consequences for Violations

CrashWith reserves the right to take the following actions for violations of this agreement:

• Issue a warning and require corrective action
• Temporarily suspend Room Captain privileges
• Place a hold on pending payouts pending investigation
• Permanently terminate your CrashWith account
• Report fraudulent activity to relevant authorities

Acknowledgement

By generating an invoice on CrashWith, you confirm that you have read, understood, and agree to this Room Captain Agreement. This agreement supplements the CrashWith Terms of Use and Privacy Policy, which also apply to your use of the platform.