Avoid common mistakes when booking a reunion rental. Learn how to secure the perfect space, avoid hidden fees, and ensure a smooth, stress-free gathering.
By Ruby Emmitt, Contributing Writer
Planning reunions for families, friends, or other large groups is no small task. It takes careful research, planning, and facilitation. From picking a destination to coordinating with all members of the reunion, it can be easy to overlook crucial rental details that will affect the success of your gathering. If you are planning a reunion, let Destination Reunions help you avoid common rental booking mistakes. This article will provide you with people’s typical oversights and how to avoid them to ensure your reunion is a success! We discuss six common mistakes people make when booking a reunion rental and guide you through how to avoid these missteps for your next reunion.
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#1: Underestimating group size and space when booking your accommodation
One of the most common reunion rental mistakes is booking places without enough communal living or sleeping space. Rental listings can often be unclear, and your group may not have discussed expectations regarding the rental space, which can lead to planners underestimating the amount of space they need in their rentals. It is always better to give guests more space as they will feel more comfortable relaxing if they have their own space. Avoiding this mistake is easy and can be done by checking the property’s maximum occupancy and floor plans to guarantee enough space for everyone. It is also important to discuss your guests’ expectations for bed configurations and common areas to ensure they match the rental you found for your reunion. By taking these simple steps, you can avoid the mistakes so many make when booking a rental with insufficient space for their reunion party.
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#2: Overlooking the fine print
Many common mistakes people make when booking rentals can be avoided by reading the fine print and taking time when booking. Everyone knows reading the fine print in rental agreements can be tedious and time-consuming, but it is essential when booking, especially for large groups. The terms and conditions on rental properties are where you will find important information about cancellation policies, check-in and check-out times, and noise regulations. When reading these terms and conditions, it is recommended that you take your time and don’t skip any sections to make sure you have all the information you need about your rental. Once you read these conditions, ensure all the regulations work with your reunions plan. For example, make sure check-in/check-out times will be compatible with your arrival and departure plans, as the owners of these rentals usually enforce the rules listed in the fine print and could put a damper on your reunion if you do not know about them beforehand.
#3: Overlooked hidden fees
Another common mistake people make when renting for big group reunions is overlooking all the extra costs and hidden fees attached to rental properties. Many rental companies, such as Airbnb, will advertise one price and not be upfront about extra fees, such as cleaning and rental fees. When booking a reunion, do not overlook these additional fees, which are often tacked onto the nightly rates. To avoid this mistake, check the service fees of the booking website you are using and read through the listing to see if they mention fees for additional guests or pet fees, along with the cleaning and service fees.
#4: Failing to verify location and amenities
Locations on rental properties can often be broad and general. However, it’s essential to do your own research on the exact location and if it will be compatible with your group and your expectations. Don’t rely solely on the site and photos. Instead, research the property and location for adequate space and distance from area attractions. There are many things to consider when researching the location of your rental property, the most important being the neighborhood’s safety. Depending on your group’s demographics and if you will be having kids at the reunion, this can mean many different things. Still, you should take time to decide what a safe and comfortable location would look like for your group and ensure the rental location matches this. Some other things to consider when researching a rental location and amenities is the proximity to the attractions you want to see/visit. For example, will your group have a car? If not, is it walkable or near public transportation? Things like noise regulations and amenities are good to check before booking a rental. Helpful resources like Google Maps can help verify the location and reviews of the property, where you can hear directly from guests about how the location and amenities match up to what is advertised.
#5: Neglecting to communicate with the host or property manager
An easily avoidable mistake is neglecting communication with your rental’s host or property manager. This can lead to not having a clear understanding of the expectations and requirements the property may have for big groups. This can be avoided by proactively communicating with the host about any additional rules or requirements they may have for larger groups. Also, communicate any questions about check-in, parking, or any individual requests or needs your group may have with the host before bringing your reunion to the rental. More information is always better regarding rentals, especially for big groups. As the person in charge of booking the rental, you should be informed enough to address any questions or concerns your group might have and contact the host if problems arise during your stay.
#6: Not reading reviews and testimonials:
When planning a trip, especially if you oversee all aspects of planning, it can be tempting to skip the reviews and book the first rental you find. But, to avoid problems during the trip, putting more effort into the planning stage is always better. When booking a rental, part of this extra effort is reading available property reviews to gather the most unbiased feedback and accurately inform your decision. It can be a mistake to book solely based on what the listing states without looking at the feedback given by previous guests. Taking the extra few minutes to read reviews could save you time by weeding out the rental properties that do not live up to their descriptions.
Booking a rental property, especially for a large group of people, can seem like an overwhelming task. By being aware of these reunion rental mistakes and how to avoid them, you can ensure a stress-free and enjoyable reunion experience. All the common mistakes listed above can be avoided by taking extra time and caution when booking a rental. Gather as much accurate information as possible about the property’s location, price, and layout beforehand. You will save your guests from the frustration of staying at a rental property that doesn’t work for your reunion needs. If you want more help planning your reunion or any future vacations, check out our other articles that provide a deep dive into topics such as budgeting for your upcoming vacation and picking vacation rentals that will be perfect for you!
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