4 CCR 733-1.8 - RECORDS MANAGEMENT & CONTRACT REQUIREMENTS

A. Records Management In accordance with section 12-145-110(2), C.R.S., registrants shall maintain accurate and complete records of all outfitting services and shall provide such records to the Director or authorized agents upon request. Outfitting services records shall include the following, at a minimum:

1. Names and addresses of clients;

2. Dates services were provided;

3. Game Management Unit (GMU) authorizations;

4. Documentation that clients, employees and contracted personnel have been advised of applicable laws;

5. Documentation of insurance coverage and bond;

6. Applicable contracts or agreements with contracted personnel and authorized booking agents;

7. Contracts with each client; and,

8. Other records required by law.

B. Record Retention Pursuant section 12-145-110(2), C.R.S, registrants shall maintain all applicable documents for the current year and the preceding four years. The Director construes "applicable documents" to mean any business, employment, or client records, logs or books created and maintained by the registrant.

C. Client Contracts

1. Registrants shall provide a written contract to all clients for outfitting services. In addition to the contract requirements of section 12-145-112, C.R.S., the contract with each client must contain a minimum of the following:

a. The name of the outfitter, the entity name, business name or trade name;

b. The physical location of the business;

c. Contact information of the business;

d. The outfitter registration number;

e. A refund policy which defines the refund policy when the prospective client does not draw the required license or tag for the species the client is negotiating to hunt; and

f. The location or locations of the actual hunt using the game management unit or another description that properly identifies the location(s) or area(s) where the services are to be provided;

g. The name of the surety bond company;

h. The name of the insurance company;

i. A statement indicating that proof of bond and insurance is available upon request.

j. A statement indicating that outfitters are regulated by the Department of Regulatory Agencies (DORA).

2. A copy of the contract, signed by the registrant and all clients, shall be provided to all clients within 30 days of the registrant's receipt and acceptance of a deposit from the client.

3. Any deposit made by a client whom the registrant does not accept must be returned to the client within 30 days of the registrant's decision not to accept.

4. A registrant that provides a single day hunting or fishing trip shall comply with the minimum contract requirements set forth in sections 12-145-112(1), (2) and (3), C.R.S., and these Rules.

5. A registrant shall provide a copy of the contract to the Director or their designee upon request.

Notes

4 CCR 733-1.8

43 CR 13, July 10, 2020, effective 7/30/2020 43 CR 22, November 25, 2020, effective 12/15/2020 44 CR 20, October 25, 2021, effective 11/14/2021 45 CR 17, September 10, 2022, effective 8/15/2022 45 CR 21, November 10, 2022, effective 11/30/2022