Rental Bookings

Rental Policies

Commissionable Rentals

Two-night minimum (unless noted in pink on rate calculator/in Call Center)
- Occasionally waived if there is a gap in inventory (ask VRD)
HOA Payment Plan owners
- Can book rental only if they are eligible and willing to tour

14-Day Cancellation Policy

Guest can cancel for a full refund outside of 14 days prior to arrival
Non-refundable inside of 14 days

Rental Waitlist

MGS Reservations

Extranet (OTA) Bookings

Extranets or OTA’s (Online Travel Agency) are commissionable rentals booked through various channels of distribution.

The Type of OTA can be found in the “Notes” section of the reservation:

Extranet	Channel	Commisionable	Payment Taken	Cancellations	Contact Information
Travel Click	Property Websites	Yes	Processed by VRD	14-days, OS can process
Expedia	expedia.com; hotels.com	Yes	Processed by VRD	OS cannot cancel, guest must speak to Expedia	877.277.7481; 7 a.m.-6 p.m.
RFTS	Vail Resorts	Yes	Processed by Vail Resorts	OS cannot cancel, guest must speak to Vail Resorts	888.617.0014; 8 a.m.-6 p.m.
AST	ski.com	Yes	Processed by AST	OS cannot cancel, guest must speak to AST	800.908.5000; 7 a.m.-9 p.m.
HotelTonight	hoteltonight.com	Yes	Processed by HotelTonight	Non-refundable at time of booking	800.995.6698; 24/7
AirBnb	airbnb.com	Yes	Processed by Airbnb	OS cannot cancel, guest must speak to AirBnb	airbnb.com
VRBO	vrbo.com	Yes	Processed by VRBO	14 days; OS cannot cancel, guest must speak to VRBO	877.202,4291, vrbo.com
Booking.com	Booking.com	Yes	Processed by Booking.com	14-days; guest must speak to booking.com to cancel	888.850.3958

Owner Discount Codes

20% Sales Rentals (RRF)

20% “Sales Rental” or RRF (reservation request form):

Rental paid for by sales (to help close a deal, or substitute usage for a gap year)
“Point-of-Sale” promise can be found:
- Worksheet note (owner file)
- Laserfische (Additional Considerations)
Open RRF: No set dates, subject to availability within awarded season
Closed RRF: Dates are specific; sales should confirm availability when selling

Flexibility:

Different Season – ability to switch seasons depends on the rental value
- Lower-Value Season: book any season with a lower rental cost than the awarded season
- Higher-Value Season: book a more expensive season ONLY IF you adjust to keep the cost equal to or lower (fewer nights/smaller unit)
Seasonal Grouping – seasons that are considered equal value and are 100% interchangeable (no reduction in nights/unit sizes needed)
- WINTER = Winter/Winter Value/Winter Prime
- SUMMER = Summer Value/Summer Prime

Policies:

Best practice to book once we are inside 365 days from the arrival date (VRD exceptions apply based on the situation – just ask!)
Cannot cancel or reschedule within 14 days
Can bring dog to GL7 or GC8 regardless of where they own
Owners cannot rent, deposit, or self-rent their RRF

How to Book:

Open Call Center
Search availability
1. Set rate category to Package
2. Select your property and dates
3. Select “20% Sales RRF” rate option
Finish booking through Call Center like any other rental
1. Use fake CC#: 4444333322221111 exp 1/26
Confirm Promotion is “RRF” in TSW
Build rates from rate calculator with 20% discount
1. Use only resort fee and pre-tax room (nightly)
2. No clean fee
Code entire balance of the reservation as a negative in the Rate Builder to PYMT-Sales Purchase GC8/GL7/GTL
1. Code to the property the owner purchased
Match Room Folio to Incidentals
Match Not For Guest Folio to Room Charges (confidential)
Add and complete RRF note
Update worksheet note on owner file

SRIFs

SRIF:

Reservation booked during sale/upgrade with promise of taking an Open Res Tour during the stay
Can be found:
- Worksheet note (owner file)
- Laserfische (additional considerations)
Not commissionable rental (can only be booked into MG)

POLICIES:

Can cancel/reschedule outside of 7 days
- If they cancel, change tour back to GC8 OPEN RES and add cancel note to tour res
Can bring dog to GL7 or GC8
Cannot deposit, rent, or self-rent

HOW TO BOOK RESERVATION:

Search in TSW through owner’s reservation tab
Select dates noted in worksheet note or requested by owner
- Closed SRIF should already be booked
- Reschedules can modify original reservation in TSW (remember to update the tour date)
Res Type/Subtype: Owner/SRIF
Promotion: SRIF
Assign unit, cannot be overbooked
Add notes:
- Blank note: “SRIF booked closed dates per contract”
- Tour no-show penalty note
Rate Builder: no rates
Update worksheet note in owner file

TOUR BOOKING:

Look for the OPEN RES tour
- IF it is not already booked, use code “GC8SF.”
Switch to “Booked”
Select “Colorado”
Select the date and time the guest is requesting
- Must be on the latter half of the reservation
Add yourself as the “Booker.”
Send confirmation email
Attach tour ID to reservation

Comp Stay

Comp Stays

Complimentary stay with the clean and resort fee paid for by the department that offered the comp.
Not commissionable rental
Can only be booked into Main/General space.

HOW TO BOOK:

Search availability and build reservation
- Book as Rental/Comp
Rates:
- No room rate
- Clean fee (additional housekeeping page for the property- full clean)
- Resort fee (10% of clean, also found on additional housekeeping)
- Two folios
  - Not for Guest (Room Charges)
  - Guest Folio (Incidentals)
Add Comp note explaining why this was booked
Add “Dept Payment” transaction to folio
- Add department code in the reference field under payment
  - If OR is comping a guest use 73820-150
  - If for OR Agent use 75100-150 if approved by manager

POLICIES:

Ok to cancel/reschedule anytime
Cannot deposit, rent, or self-rent comp stays

Group Bookings

All group bookings are now handled by VRD

POLICIES:

Rental Rates
- 20% For Group Head
- 10% for all other group reservations
- Only 2 tours allowed per group*

Cancellation Policy
- 5-9 Expected Reservations – 30-day cancellation
- 10+ Expected Reservations – 60-day cancellation
  - *Keep in mind these are expected reservations, not the actual amount booked. We will always honor the quoted policy*
Reservation Preferences
- We do not offer unit “Blocks.”
  - No Guarantee that all reservations will be near each other
- Normal reservation preference policies apply

GROUP BOOKING SPREADSHEET

Tax Exempt

Who Qualifies for Tax Exempt Reservations?

Government, Charitable, or Religious organizations

Required Documents:

Current Tax Exempt Certificate
Completed “Standard Colorado Affidavit of Exempt Sale”
Payment must be made by the organization (Example: Must be placed on a credit card with the organization’s name on it)
- Someone who is planning to have their personal credit card reimbursed is not eligible for tax-exempt
- Government Credit Cards must complete the “Affidavit of Sales Paid By Gov. Credit Card” form
All forms are retained for three years

**All Documents Must Be Received Prior To Booking**

Customers can apply for a refund from the state/municipality if forms are not provided at the time of booking

Customer Explanation:

In order to comply with the majority of state and local sales tax law requirements, it is necessary that we have in our files a properly executed exemption certificate from all of our customers who claim sales tax exemption. If we do not have this certificate, we are obligated to collect the tax for the state in which the property is delivered. If you are entitled to sales tax exemption, please complete the certificate and send it to us at your earliest convenience. If you purchase tax free for a reason for which this form does not provide, please send us your special certificate or statement.

**Email All Attached Documents to VRD so we can save them on file**

Standard CO Affidavit of Exempt Sales

Affidavit of Sales Paid by Government Credit Card

Payment Exceptions & Closing Rentals