Dictionary
This Glossary is provided to help guests understand more about the rental of inns, resorts and vacation rentals. It is not comprehensive but serves as a primer for terms guests may encounter in renting specialty lodging. Not all terms apply to all properties or managers.
Booking Disclosure
After confirming a guest's dates, rates and charges it is necessary to reference the basic terms which govern the order and to secure the guest's approval prior to accepting payment. That is done by reading a disclosure statement and marking it complete in the booking system.
See also: Booking, Terms and Conditions Origin: Istay
Business Travel
Travel for commercial, governmental or educational purposes with leisure only as a secondary motivation.
Origin: Vacation Rental Association
Canceled Stays
The number of guest stays for check-ins during a given period that canceled prior to arrival.
Origin: William May
Cancellation Policy
The terms and basis on which a lodging property owner or manager will or will not accept cancellations. Also dependent on the terms on which the guest booked the property. Usually stated as a number o days prior to first date of occupancy on which a guest may request a cancellation. Fees may apply to cancellations or cancellations may be denied altogether.
See also: "Guarantee Reservation" and "Advance Lodging Reservation" Origin: Vacation Rental Association
Carpet Cleaning
Usually performed periodically by a vendor using specialized steam or other equipment to clean wall-to-wall carpeting.
Origin: Vacation Rental Association
Central Reservations
An office which receives phone calls, answers quest inquiries and arranges bookings of lodging facilities and other types of travel services
See also: Front Desk Origin: Vacation Rental Association
Chambers of Commerce
Typically, a Chamber of Commerce will specialize in local economic development that can include tourism promotion.
Origin: Vacation Rental Association
Check-In
The process by which guests arrive and check into a lodging property. Check In may be accomplished at a front-desk office, by meeting a representative at the property or by a telephone phone in requirement. These vary by the requirements of the owner or manager.
Origin: Vacation Rental Association
Check-Out
The process by which guests arrive and check out of a lodging property. Check Out may be accomplished at a front-desk office, by meeting a representative at the property or by a telephone phone in requirement. These vary by the requirements of the owner or manager.
Origin: Vacation Rental Association
City View
When guests can see sections of a town or city from some area of the property, not necessarily from all area of the property.. May include Full, Partial or Peekaboo Views.
See also: View, Beach View, Mountain View, Resort View, Water View Origin: Vacation Rental Association
Cleaning
See Housekeeping
See also: Out Cleaning Origin: Vacation Rental Association
Cleaning Fee
See Housekeeping fee
See also: Cleaning, Housekeeping, Out Cleaning Origin: Vacation Rental Association
Client Closet
A space with a lock in which a property owner stores assets not to be accessed by guests. Although the word closet is commonly used, the space may be closet, room or just a drawer.
See also: Client Lock off Origin: Vacation Rental Association
Common Calendar
An online calendar which shows a list of available lodging units (room, suites or homes) in a specified Complex or destination; along with available dates. Usually a left hand menu list the units and a top menu shows days or weeks. Booked units are displayed so that a guest can determine which units are available and then make a selection. Available in virtually all lodging software and many lodging websites. Also called a Tape or Grid.
See also: Availability Calendar Origin: Vacation Rental Association
Composite Vacation Rental manager
A company that provides comprehensive vacation rental management services to second homes such as cabins, cottages, houses and villas by being a locally owned and operated business supported by a centralized back office support team. This allows local staff to focus on housekeeping, maintenance, guest and owner services, while the back office. Provides accounting, reservations with work class marketing and advertising.
Origin: Vortex Managers Link: VortexManagers.com
Concierge
An person whose job is to serve as the guest's liaison with the owner or lodging manager and arranging activities, attractions, facilities and services. Services are sometimes performed via phone contact.
Origin: Vacation Rental Association
Conditions
See Terms & Conditions
See also: Terms & Conditions Origin: Vacation Rental Association
Condotel
(1) A hotel room that is sold as if it were a home, but lacks certain common home features such as a full kitchen.
(2) Any condominium project where homes are operated as a hotel with a registration desk, cleaning service and more. The units are individually owned. Unit owners also have the option to place their unit in the hotels rental program where it is rented out like any other hotel room. Generally, condotels are sold as a second or third home.
NOTE: Mortgage financing for any property categorized as a Condotel may be labeled as "Non-Warrantable" and not financeable in the USA under Fannie Mae and Freddie Mac lending programs.
Origin: Investopedia & VRIA
Configuration
The arrangement of furniture, equipment and other features of a property including the specific layout and location.
Origin: Vacation Rental Association
Confirmation
The document usually sent to guests confirming that they have entered into a contract for the occupancy of a lodging unit such as a hotel room, vacation rental home, condo or similar lodging.
Origin: Vacation Rental Association