DRAFT OF VACATION & LONG TERM RENTAL PLAN
Operate the vacation & long term rentals from a clubhouse counter or desk
Share personal with the Management Company or clubhouse in the beginning.
In the beginning check-in and check-out procedures can be informal, but as traffic increases a dedicated employee or
volunteers will be needed.
Purchase a computer system with a commercial duty printer/copier/scanner, the printer could be shared with clubhouse
Obtain computer hotel management software that includes an accounting program, maybe standard or custom
A separate accounting program may be required to track the owners accounts and townhouses condition etc.
Open a checking account for the rental program operation
Obtain a credit card merchant account.
Contract with a credit/background check service for long term rentals.
Housekeeping is the most important segment of the operation since they prepare the townhouses for the guests and are the last
line of quality control.
They must do the post guest inspection, inventory, cleaning, restocking, and laundry then approve the property for use by the
Commercial laundry equipment will be required; this requirement could serve a double use to setup a coin-operated laundry
in the Admin building. There are existing hookups that were there for the OVI housekeeping operations. This area will be
modified to accommodate a coin-operated laundry.
There will be an inventory of linens, towels and other essential inventory required to maintain the vacation rental program
with as little downtime as possible. These functions may be able to be contracted to an independent company located on the
premises for the first year or two. Experience and professionalism will be of the highest importance. (This is what closed down
Second to housekeeping, maintenance is the most important aspect of a vacation rental program. Every property will need
minor repairs from time to time, many of these minor maintenance tasks should be performed by the housekeeping company.
Any major repairs will be made be the required tradesmen and deducted from the income of the townhouse owner per their
contract as long as the repairs are not the fault of misuse by the guest or deliberate damage that will be charged to the guest.
ADVERTISING & PROMOTION
Signage on ICW property that clearly states that there is an ICW sponsored hotel & long term rental program
Create a vacation rental website as close to the original OVI program as possible. This will be the main source for vacation
Utilize as many free vacation rental websites as possible.
Lease local signage at corner of Rt. 27 & Sand Mine Road or as close to the corner as possible to advertise the vacation rentals.
Contact the DOT-COMs for their requirements to include ICW.
After a successful startup meet with the neighboring resorts for mutual overflow guest exchanges.
Obtain an inventory of available rental ICW townhouses.
Identify townhouses that are currently up to at least 3 star standards
Identify townhouses that can be quickly brought up tp 3 star standards
Townhouses main units that cannot meet standards will be rented out long term rental only until they meet vacation rental
Lockouts will only be rented out as vacation rentals after renovation and meeting vacation rental standards.
Create standardized leases for long term rentals
Create standardized contracts for townhouse owners joining the vacation rental program.
Set standardized prices for both long term and vacation rental programs.
See spread sheet budget for sample trial assumptions.