Pet Boarding Reservation Glossary and FAQ Hub
Plain definitions of the terms kennel operators and pet owners use around boarding reservations, followed by answers to the questions we hear most often.
- Add-on service
- An optional extra attached to a boarding stay for an additional charge, such as a bath before pickup, extra walks, one-on-one play time, or administering medication. Add-ons are usually selected at booking and billed with the stay.
- Boarding agreement
- The contract an owner signs before a pet's stay. It typically covers the facility's policies, fees, cancellation terms, liability, emergency veterinary authorization, and what happens if a pet is not collected on time.
- Bordetella vaccine
- A vaccine against Bordetella bronchiseptica, one of the bacteria involved in kennel cough. Most boarding and daycare facilities in the United States require it for dogs because respiratory illness spreads easily where many dogs share air and space.
- Cancellation policy
- The written rules for what an owner gets back, and by when, if a reservation is cancelled or shortened. Fair policies usually tier the refund by notice period and treat peak weeks more strictly than quiet ones.
- Capacity (run-nights)
- The total amount of boarding a facility can sell in a period, calculated as bookable runs multiplied by nights. A kennel with 20 runs has 140 run-nights of capacity in a week, before subtracting runs closed for repair or held for isolation.
- Check-in and check-out windows
- The hours during which pets may be dropped off and collected. Many facilities set fixed windows so staff can complete intake properly, and charge for pickups after a stated cutoff time because the run cannot be resold that night.
- Daycare versus boarding
- Daycare is supervised care during the day with the pet going home the same evening; boarding is an overnight stay. Many facilities offer both, and the vaccination requirements are usually the same, but the reservation logic differs because boarding consumes a run across multiple nights.
- Deposit
- A partial payment collected when a reservation is made, applied to the final bill. Deposits turn a tentative booking into a commitment and are the most effective tool facilities have against no-shows, especially during holiday weeks.
- DHPP vaccine
- A combination vaccine for dogs covering distemper, hepatitis (adenovirus), parainfluenza, and parvovirus. It is a standard requirement for boarding, sometimes labeled DAPP or DA2PP depending on the manufacturer and the veterinarian.
- Double booking
- Two reservations assigned to the same run for at least one overlapping night. It is the most common reservation failure in kennels that rely on memory or a day-by-day book rather than a run-by-night grid.
- Written permission from the owner allowing the facility to seek veterinary treatment for the pet if the owner cannot be reached, usually up to a stated dollar limit and naming the pet's regular veterinarian and an emergency clinic.
- Feeding chart
- The record of what, how much, and when each boarded pet is fed, along with a daily log of whether the pet ate. It is typically posted at the run or on a kennel-floor board so staff do not have to walk to the front desk.
- Group play
- Supervised time in which compatible dogs are allowed to interact together in a yard or play room. Participation usually requires a temperament assessment and current vaccinations, and some facilities offer it as an add-on to a boarding stay.
- Intake form
- The document, paper or digital, that captures everything a facility needs to know about a pet before a stay: owner and emergency contacts, veterinarian, vaccination status, feeding and medication instructions, behavior notes, and belongings brought.
- Isolation run
- A run set apart from the general population, often with separate ventilation, used for a pet that shows signs of illness during a stay or that needs to be kept away from other animals. Isolation runs are usually excluded from sellable capacity.
- Kennel cough
- The common name for canine infectious respiratory disease, a contagious cough caused by a mix of bacteria and viruses. It spreads easily in shared spaces, which is why facilities require Bordetella vaccination and turn away dogs that arrive coughing.
- Lead time
- The gap between when a reservation is made and when the stay begins. Holiday stays typically carry long lead times, while weekend and midweek stays are often booked much closer to the date.
- Medication log
- A record of every dose given to a boarded pet, with the drug, amount, time, and the initials of the staff member who administered it. The log lets the next shift see what has happened and lets the owner be told the truth at pickup.
- No-show
- A reservation for which the pet never arrives and the owner never cancels. No-shows leave runs empty that could have been sold to another family, and they cluster during the busiest weeks unless a deposit is required.
- Occupancy rate
- The share of a facility's capacity that was actually booked over a period, calculated as booked run-nights divided by available run-nights. It is the single figure that ties runs, calendar, and nightly rate together.
- Overbooking
- Deliberately accepting more reservations than there are runs, on the expectation that some will cancel or not show. Common in hotels and airlines, it is risky in boarding because a live animal cannot be given a voucher and sent home.
- Peak season
- The periods when boarding demand is highest, typically major holidays, school vacations, and summer, though the exact pattern varies by region and by the local customer base. Many facilities apply stricter deposits and cancellation terms during peak weeks.
- Rabies certificate
- The document issued by a veterinarian confirming a pet's rabies vaccination, with the date given and the date it is next due. Rabies vaccination is legally required for dogs in most US jurisdictions and is the one record no boarding facility should accept verbally.
- Run
- An individual enclosure in a kennel, usually with an indoor sleeping area and often an attached outdoor section. Runs are the basic unit of boarding inventory and are what a reservation actually claims.
- Suite
- A larger or more furnished boarding space, often with a raised bed, more room, and sometimes a window or television, sold at a higher nightly rate than a standard run. Suites are usually tracked as a separate run type in the reservation grid.
- Temperament assessment
- A short evaluation of a dog's behavior around staff and other dogs, used to decide whether it can safely join group play or needs individual handling. Some facilities require it before a first boarding stay.
- Titer test
- A blood test that measures the level of antibodies a pet has against a specific disease. Some owners present a titer result instead of a booster vaccination; whether a facility accepts it is a policy decision, and rabies is generally not covered because the law requires vaccination.
- Waitlist
- A list of owners who want a stay that is currently fully booked. A well-run waitlist lets a cancellation become a filled run within hours, and it is one of the simplest ways to protect revenue during peak weeks.
- Walk-through
- A tour of the facility offered to prospective customers before they book. Walk-throughs are one of the most effective ways to build trust with first-time owners, and a facility's willingness to offer one is itself a signal of how it operates.
Questions people ask
What is the difference between a kennel, a boarding facility, and a pet hotel?
In practice the terms describe the same service at different price points and levels of finish. A kennel traditionally means a facility with runs, a boarding facility is the general term, and a pet hotel usually signals suites, more amenities, and a higher nightly rate. Judge any of them on the same things: cleanliness, staffing, vaccination requirements, how they handle records, and whether they will let you see the place.
How far in advance should I book pet boarding for a holiday?
As soon as you know your travel dates. Reputable facilities typically fill their major holiday weeks well ahead, often as early as late summer for Thanksgiving and Christmas, and regulars tend to claim spots first. If you are new to a facility, booking early also gives you time to complete intake paperwork and update any lapsed vaccinations.
What vaccines does a dog need before boarding?
Most US boarding facilities require current rabies, a distemper and parvovirus combination vaccine, and Bordetella. Many also ask about canine influenza and flea and tick prevention. Requirements vary, so check with the specific facility and bring documentation from your veterinarian rather than relying on a verbal confirmation.
Can a boarding facility refuse my pet?
Yes. Facilities can and should turn away pets that arrive with signs of illness, lapsed vaccinations, or a history of aggression they are not equipped to manage, because their first obligation is to the animals already in their care. A good facility will explain the reason, suggest what would change the answer, and point you to alternatives such as a veterinary boarding clinic.
Why do kennels charge a deposit?
Because a reservation without money attached is easy to abandon. During busy weeks a facility turns other families away for every run it holds, so a no-show is a direct loss. A deposit makes owners decide at booking time whether they really need the spot, and it is applied to the final bill rather than being an extra charge.
What happens if I cancel a boarding reservation?
It depends on the facility's cancellation policy, which should be stated when you book. Most policies refund all or most of the deposit with enough notice and keep some or all of it for late cancellations, with stricter terms during peak weeks. Read the policy before paying, and ask how genuine emergencies are handled.
What should I bring when I drop off my dog for boarding?
The pet's own food in pre-measured portions or a labeled bag, any medications in their original containers with written instructions, vaccination records if not already on file, and contact numbers for you and a backup person. Ask the facility about bedding and toys; some welcome them and some limit them for hygiene or safety reasons.
Can my two dogs board together in one run?
Often yes, if they live together and the facility has runs large enough for two. Many facilities offer a reduced rate for the second dog sharing a run. Staff will usually reserve the right to separate them if one stops eating, guards food, or seems stressed, and that should be part of the conversation at booking.
How do kennels handle medication during a stay?
Well-run facilities record the drug, dose, timing, and method on the pet's care record, keep the supply labeled and stored, and log every dose with a time and initials. Some charge a small fee for medication administration, and most will want to talk with you about pets on insulin, seizure medication, or anything with a strict dosing interval before confirming the stay.
What is an occupancy rate and why does it matter to a kennel owner?
Occupancy is the share of available run-nights that were actually booked over a period. It matters because it turns a vague sense of being busy into a number you can track by month, compare year over year, and use to decide whether to add runs, adjust rates, or push harder on quiet midweek periods. Lenders and buyers ask for it first.
How do boarding facilities avoid double booking?
By keeping a single source of truth laid out as a grid with runs down the side and nights across the top, checking it before confirming any stay, and requiring a deposit before a run is marked as taken. Dedicated reservation software blocks overlaps automatically; a paper or spreadsheet grid relies on the discipline of whoever maintains it.
Is boarding safe for senior pets or pets with health conditions?
It can be, with the right facility and honest communication. Tell the facility about the condition at booking, provide written instructions from your veterinarian, and ask specifically how staff monitor eating, mobility, and medication. For pets with serious or unstable conditions, boarding at a veterinary clinic or arranging in-home care may be the safer choice.
Do I need to sign a boarding agreement?
Almost every facility will ask you to, and you should want one. The agreement sets out fees, cancellation terms, emergency veterinary authorization, and what happens if pickup is delayed. Read it, ask about anything unclear, and keep a copy; it protects you as much as it protects the facility.