Group vacation rentals - how to handle?

[Princesca]

ETA: Nevermind - due to an unexpected car repair we're not going to be able to do this anyway. But thanks for all the great advice!

Does anyone have any tips for group vacation rentals in terms of how to structure payment, require deposits, or any best practices?

Our group of 5-6 families is doing a group vacation rental and I'm rather concerned about people dropping out and sticking the rest with the expense, and stuff like that. It also doesn't seem fair that one person should have to secure with their credit card... any workarounds for that?

I seem to recall an app that divides meal costs, there ought to be some kind of escrow app for this sort of thing...

 

[VandVsmama]

have everybody book their own accommodations. That way, when they back out, nobody else is stuck with the rest of the bill.

 

[Southernmiss]

Be careful who you vacation with

 

[Princesca]

have everybody book their own accommodations. That way, when they back out, nobody else is stuck with the rest of the bill.

We're sharing a house so I don't think that will work. I do think having everyone pay up front with the understanding that it's non-refundable is the best idea though.

 

[CdnCarrie]

Sounds like a disaster waiting to happen. I would definitely get the money upfront when booking.

 

[_19disnA]

The house must be huge to accommodate that many families. Even if you are all relatives, vacationing in the same house with that many families can be a challenge. Who cooks/cleans up/buys the food/etc. can all become issues if some try to take advantage of the situation. Everyone may not have the same expectations for how meals will work. What do you plan to do all day and do you expect everyone to have the same plans for how to vacation? If you have never been on vacation together, I think you should all discuss the plan BEFORE you go to avoid surprises and hard feelings.

I think you will find it a challenge to have that many families in the same house vacationing together. Some may want to stay up late others want to get up early and be gone all day. If some have small children, their schedule will be less flexible then those who only have teens/adults. Some may want to eat every meal out while others are more budget minded and plan to cook their own meals to save money.

Even if you are all relatives, I think the idea of having this "Hallmark moment" type of vacation will prove to be different in reality.

 

[VandVsmama]

We're sharing a house so I don't think that will work. I do think having everyone pay up front with the understanding that it's non-refundable is the best idea though.

That must be one heck of a huge house.

In that case, definitely tell everybody it's non-refundable. And don't make your reservations until everybody has ponied up the cash. And expect people to run into some sort of issue where they won't be able to make the payment deadline and/or will ask you for a refund later on anyway.

 

[firefly_ris]

We do this with homes in Outer Banks. One of the times I booked the house with my card and name... but have never had an issue with flaking out or non payment. But I guess if I were concerned I would ask for some kind of partial payment ahead of time, like via Venmo?

A friend of ours did have someone bail on an OBX trip but they found a replacement family in time.

Someone else asked about meals. We usually each do some grocery shopping of breakfast, lunch and snack items and everyone sticks their receipts for those on the fridge then total that up and split that cost at the end of the week. Then each night a different family is in charge of preparing and serving dinner and that cost is absorbed by that family. Then there is usually a leftovers/on your own/out to eat night. Of course people will randomly bring something special to share like I usually bike up to Duck Donuts and bring back a dozen or two for everyone one morning, stuff like that. Been doing it for years with various combinations of my husbands family, always seems to work out.

 

[Mackenzie Click-Mickelson]

When we went to Silver Dollar City last summer it was 3 couples 6 people total (3bd rm place). One did book it but we Venmo the amount owed right afterwards. But we all trust each other and didn't book until we had the final roll call. We did go grocery shopping for just a few things for breakfast for 2 days (quick style breakfast) but each couple did their own purchases of what they wanted.

I would highly caution if you're already concerned about flaking.

 

[QueenIsabella]

For that many people, maybe consider renting 2 houses, next to each other? Especially if you have a wide range of ages/needs (one could be the "early to bed" house, the other the "late night" house, for example).

Definitely get payment up-front and maybe have a meeting to manage expectations. Who will pick-up in common areas, grocery shop, cook on different days? Are you coordinating activities? That sort of thing.

 

[mrs. magoo]

We used to do this in the Adirondacks with my grandparents, aunt's family, friends and our family. It always seems to work out but I can see how this would be stressful especially if everyone is friends. I would be most certainly get money upfront and tell them it is non refundable. I guess in a way we tried to do this during the summer of 2020. I rented a large 5 bedroom cottage in the Adirondacks with the understanding that my cousin would be coming to stay with us and the kids would have friends come and stay as well. Well it all backfired with Covid. The kids couldn't have anyone come up and my cousin was not able to come and my youngest daughter had to go back to school early so did not stay with us at all. We still had fun but it was definitely not the vacation I had planned.

 

[Travel60]

We shared a 10 BR beach house, total 21 people last spring with friends/neighbors. The person organizing told everyone what total cost pp would be for rental. We paid that person half on reservation and the other half a couple months before the trip. It was very clear to everyone that this was a done deal. No backouts.

We planned one big group dinner the second night. Shared costs and had teams for (1) shopping, (2) meal prep and (3) cleanup. All other meals were on our own. Most brought pastries or cereal for breakfast and ate out or fixed something simple for other meals. We were only 4 days so that worked. If it's a week, you might want to do more cooked-in meals - perhaps as mentioned, each family takes a night.

My one caution - of the 21 people, 15 came down with COVID the next week. We didn't (thankfully) but we wore masks more than others and stayed outside most of the time. Might want to require tests the day before arrival.

 

[soccerdad72]

Being the anal retentive, planning type, I would probably plan it all out, give everyone a breakdown of costs and then request each family's portion of the down payment in advance. That way, even if they bail from the trip, you at least have the down payment covered.

I'd also pay the rental home cost and bill each family their portion at the end.

 

[Mackenzie Click-Mickelson]

My one caution - of the 21 people, 15 came down with COVID the next week. We didn't (thankfully) but we wore masks more than others and stayed outside most of the time. Might want to require tests the day before arrival.

I wouldn't require this at all. Not because I'm not a cautious person but that at this point if I felt that need I would have gotten my own place..being 100% serious here. Plus a covid test the day before is too late anyhow. You need a test as close to the event as possible.

When we did the condo for Silver Dollar City I don't know if the other people tested for covid before going but my husband and I did a rapid test about 20mins before they showed up at our house to pick us up. All 6 of us were in the same vehicle driving the 3+ hours down. We personally tested ourselves again a few days after we got back. We also know if any of us had come down with symptoms we would have told each other. It takes trust to do that though.

That said I don't think the OP wants this thread to turn into a covid one (especially because of Board rules).

 

[tzolkin]

It also doesn't seem fair that one person should have to secure with their credit card...

I do think having everyone pay up front with the understanding that it's non-refundable is the best idea though.

Not sure how you are booking or where, but I just wanted to point out that most rentals through VRBO and Airbnb require the full amount to be paid at the time of booking. So, it's not just that one person is securing with their CC on file like at a hotel; they are actually paying for the full amount.

If that is the case, all families should absolutely be asked to pay their portion up front to reimburse the one who reserved it. Perhaps you could set a deadline that is well before the cancellation window that if everyone had not paid by then you would cancel the trip and get your money back.

 

[mjkacmom]

We do this with homes in Outer Banks. One of the times I booked the house with my card and name... but have never had an issue with flaking out or non payment. But I guess if I were concerned I would ask for some kind of partial payment ahead of time, like via Venmo?

A friend of ours did have someone bail on an OBX trip but they found a replacement family in time.

Someone else asked about meals. We usually each do some grocery shopping of breakfast, lunch and snack items and everyone sticks their receipts for those on the fridge then total that up and split that cost at the end of the week. Then each night a different family is in charge of preparing and serving dinner and that cost is absorbed by that family. Then there is usually a leftovers/on your own/out to eat night. Of course people will randomly bring something special to share like I usually bike up to Duck Donuts and bring back a dozen or two for everyone one morning, stuff like that. Been doing it for years with various combinations of my husbands family, always seems to work out.b

Before we had kids we did this exact thing in OBX, including the receipts and meal assignments (love Duck). It worked out great each time.

 

[lifesavacation]

I would ask everyone to pay in full at time of deposit. The problem with just asking for a small deposit is that if someone backs out, it causes the others to still pay more.

 

[_19disnA]

^^ I agree. If I was the one making the reservation on behalf of the entire group, I wouldn't make the reservation until everyone has paid me. Make it clear to everyone upfront how this will work. Better to know BEFORE you make the reservation that someone has changed their mind then after. Places like VRBO require payment at the time you make the reservation.