Preparing Your Team & Budget for Peak Season Success in Your Vacation Rental Business

The peak season is the most exciting (and challenging) time for vacation rental owners. It’s when demand surges, properties are filled, and profits soar, but only if you’re prepared. While the opportunities are massive, so are the risks of falling short on customer expectations, overextending resources, and missing out on maximizing revenue. Check out a few key preparations for the peak season.

Strengthen Your Team for Peak Season Success

Your team is the backbone of your vacation rental business, especially during the hustle and bustle of the busy season. Here’s how to get them aligned and ready.

Assess Staffing Needs

Look at your past peak season demand:

Did you struggle with housekeeping delays?
Was guest communication slower than expected?
Were maintenance issues addressed promptly?

If the answer to any of these is "no," it’s time to bring in extra help. Hire additional cleaners, front-desk staff, or maintenance crew to handle the surge.

Train Your Staff for Excellence

Peak season is not the time for experimentation. It’s about execution. Provide detailed training for your team, including:

Customer Service Skills: Ensure your staff knows how to handle guest inquiries and complaints swiftly.
Operational Standards: Teach the importance of consistency in cleaning, check-ins, and check-outs.
Technology Training: Familiarize your team with property management software to streamline bookings, payments, and reports.

Establish Clear Communication Channels

The chaos of peak season can lead to miscommunication. Messaging tools like iMessage, Slack or WhatsApp groups can keep everyone on your team connected in real time. Create clear protocols for escalating issues so nothing falls through the cracks.

Build a Strategic Budget for Success

A successful peak season requires tailored budgeting to manage the surge in both earnings and expenses. Here’s how to plan your finances effectively.

Forecast Your Revenue

Use historical data and industry trends to project your revenue. Factors to consider include:

Peak season rates in your area
Your current occupancy growth compared to last year
Anticipated demand based on competitors and events in your market

Pro Tip: Slightly increase your rates during high-demand dates like public holidays. Just ensure you remain competitively priced.

Anticipate and Allocate Costs

Prepare for a rise in operational expenses during the peak season. Common expense categories include:

Housekeeping Supplies (detergents, toiletries, linens, etc.)
Maintenance Costs (higher wear-and-tear leads to more repairs)
Staffing Wages (extra hours or temp workers)
Marketing Efforts (targeted ads or promotions leading up to the season)

Pro Tip: Stay ahead by setting aside 20% more funds than your off-season costs for these categories.

Create an Emergency Fund

From leaking air conditioners to unexpected cancellations, surprises are bound to happen. An emergency fund acts as your safety net, ensuring you can handle issues without cutting corners on other expenses.

Optimize Your Bookings and Pricing Strategy

Peak season demand justifies tweaking your booking and pricing approach to maximize income.

Implement Dynamic Pricing

Dynamic pricing tools like Beyond Pricing, Wheelhouse, or PriceLabs help you adjust your rates based on real-time demand. For instance:

Creating dynamic sets for the size of the home, locations like lake front, downtown, or ski-in/out access
Increase prices when demand spikes (like during a local festival)

Update Your Listings

Ensure your property descriptions, photos, and amenities lists are accurate and appealing. Highlight any recent upgrades like new furniture, faster Wi-Fi, or a refreshed swimming pool. Standout features can command higher rates during the peak season.

Enforce Minimum Stays

To maximize revenue, set a minimum stay policy during peak periods starting at 5-7 nights. As bookings come in, the minimum stay policy can be adjusted or removed as needed. This approach reduces turnover and lightens your housekeeping load, allowing your team to focus on quality.

Provide a Memorable Guest Experience

A seamless guest experience keeps reputation and reviews high—two essentials for long-term success.

Prepare the Property Thoroughly

Start with these checklists:

Deep clean and inspect the properties before the season starts
Stock up on extra linens, toiletries, and amenities
Schedule an HVAC inspection or maintenance check.
Inspect and repair faucets and light fixtures
Verify that appliances, locks, and temperature controls work perfectly
Clean up outdoor areas around your home as the snow melts (if applicable).
Touch up any paint as needed.
Fix minor issues such as tightening loose towel bars or other small repairs.

Stay Proactive with Communication

Responding quickly improves guest satisfaction. Use automated tools, like Hostfully or Guesty, to:

Send booking confirmations and reminders
Provide check-in instructions
Share local attraction guides

Pro Tip: Check in with guests mid-stay to ensure everything is running smoothly and proactively address any potential issues.

Include Seasonal Touches

Stand out by going the extra mile for your guests. During the holiday season, include:

Complimentary hot chocolate or seasonal decorations
Guides to holiday markets or events nearby
During Christmas, set up a tree and hang a wreath on the door.
Customize guest gifts, such as locally-made chocolates.
Include local guide information on outings and events such as local farmers' markets, festivals, best hikes, and shopping or dining recommendations.

Personal touches can boost your reviews and secure returning guests.

A well-prepped team and an airtight budget can mean the difference between a “good” peak season and an extraordinary one. By focusing on clear goals, strategic planning, and delivering memorable guest experiences, you can turn the busiest time of the year into your most rewarding period.

To discuss peak season strategies or tailored strategies to optimize your vacation rental business, schedule a one-on-one consultation today.