To help guests understand more about the rental of rooms and house from inns, resorts and vacation rentals this glossary is provided for reference. It is not comprehensive but serves as a primary for terms guests may encounter in renting and utilizing lodging. Not all terms apply to Sunspots.

Advance Lodging Reservation
A Booking for a set period of time in the future such as renting a lodging property for a week or weekend. Advance Lodging Reservations require the owner or manager to keep the property available for the guest's exclusive use on the dates booked. In return, Advance Lodging Reservations are only cancelable in accordance with the owner or manager's terms and conditions. (Origin: Merchant Account Terms)

After Hours
Managers and Owners provide service during long hours, but most are not open 24 hours a day. Calls, assistance and other services provided outside of normal business hours are referred to as after hours. (Origin: Industry)

After Hours Fees
Charges to Guests or Owners for services provided after hours. Essential services such as loss of water, power or heat are usually provided free of charge. After hours calls for non-essential services usually bear a fee. (Origin: Industry)

Amenities
The features and benefits associated with a lodging property such as furniture, equipment, furnishings, resort priviledges and so forth. Amenities widely between types of accommodatons such as hotels, motels, cabins, bed and breakfasts; and also between one unit and another. (Origin: Industry)

Amenity Fee
A certain amount paid to an owner or property complex above and beyond the rental rate that allows the renter access to certain amenities (golf, tennis, beach chairs etc.) (Origin: Industry)

Arrival Date
The date at which a guest arrives or is allowed to arrive and use a property. In lodging this also usually includes a time before which the guest is not allowed access. (Origin: Industry)

Attractions
General all-inclusive term travel industry marketers use to refer to products that have visitor appeal, like museums, historic sites, performing arts institutions, preservation districts, theme parks, entertainment and national sites. (Origin: Industry)

Availability Calendar
An online calendar which can be updated to allow renters see the dates open for a certain property. (Origin: Industry)

Back to Back
When one booking immediately follows another booking without a day between them, that is referred to as a back to back. In that case, cleaning must be done between when one guest checks out and the next checks in. (Origin: William May)

Bed & Breakfast
A small inn or lodge that provides a room and a breakfast. Often a B&B is in a residential home setting and/or a historic building converted to a quaint lodging facility. B&B's are not Vacation Rentals. (Origin: Industry)

Bed Tax
City or county tax added to the price of a lodging facility. (Origin: Industry)

Blue Ribbon Inspection
A lodging unit that has been inspected and meets the standards of the Vacation Rental Owners Association (VROA) and Vacation Rental Managers Guild (VRMG). These include rules for outfitting, cleanliness, maintenance and truthful advertising, (Origin: VROA, VRMG)

Booking Fee
An additional charge assessed by owners and managers for completing paperwork, handling credit cards, arranging housekeeping and coordinating a lodging property rental. (Origin: Industry)

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 Loding Reservation" (Origin: Industry)

Carpet Cleaning
Usually performed periodically by a vendor using specialized steam or other equipment to clean wall-to-wall carpeting. (Origin: Industry)

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: Industry)

Chambers of Commerce
Typically, a Chamber of Commerce will specialize in local economic development that can include tourism promotion. (Origin: Industry)

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: Industry)

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: Industry)

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: Industry)

Cleaning
See Housekeeping See also: Out Cleaning (Origin: Industry)

Cleaning Fee
See Housekeeping fee See also: Cleaning, Housekeeping, Out Cleaning (Origin: Industry)

Concierge
An person whose job is to serve as the guest's liaison with the owner or lodging manager and arranging activies, attractions, facilities and services. Services are sometimes performed via phone contact. (Origin: Industry)

Conditions
See also: Terms & Conditions (Origin: William May)

Configuration
The arrangement of furniture, equipment and other features of a lodging property including the specific layout and location. (Origin: Industry)

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: Industry)

Confirmed Booking
An oral or written statement by the owner or manager that they have received the guest's order and will honor a booking providing the guest honors their obligations, such as paying timely or arriving on time. Confirmed bookings may be Guaranteed or Advance Lodging Guarantee See also: Advance Lodging Guarantee (Origin: Industry)

Convention and Visitors Bureau
These organizations are local tourism marketing organizations specializing in developing conventions, meetings, confrences, and visitations to a city, county or region. (Origin: Industry)

Corporate Housing
The renting out of a furnished apartment or house on a temporary basis to individuals, military personnel or corporations. Different than a hotel room because the facility includes a kitchen. Different than a vacation rental because corporate housing is usually rented for more than 30 days. See also: Vacation Rental (Origin: Industry)

Cosmetics
Improvements to a home such as installing a new fireplace that are relatively inexpensive and make a big difference to the look of the home. (Origin: Industry)

CVRM - Certified Vacation Rental Manager
Managers of lodging who study for and pass a test about their competence to manage vacation rental lodging are awarded a CGM - Certified Guide Manager designation. The course of study includes awareness and a pledge to maintain properties that are proeprty outfitted, clean, maintained and truthful in advertising (Origin: Vacation Rental Managers Guild - Link: VRMG.org)

Damage Deposit
A payment guests make to property owners or managers to pay for any damage or overage fees they may incur. Not common in hotels or motels but very common for vacation rental cabins, condos and homes. If a guest incurs such charges they are subtracted from the deposit prior to its return. Sometimes called a Security Deposit. See also: Security Deposit (Origin: Industry)

Damage Waiver
A fee paid by guests that covers a maximum amount of damages they may cause. It is paid in advance, is non-refundable and covers unitentional damage up to a certain threshhold if reported to the owner or manager prior to departure. Does not cover intentional damage, charges due to guest failure to follow booking contract or amounts of the limit (Origin: Industry)

Departure Date
The date at which a guest departed or is expected to depart from a property. In lodging this also usually includes a time after which the guest is no longer allowed to be in the property. (Origin: Industry)

Electronic Lock
A digital or push button mechanical lock that does not require a key or access card to operate.

Eviction
The lawful expulsion of an occupant from a property.

Excessive Cleaning
When a vacation rental home or other lodging unit requires cleaning great than for normal and usual usage, excessive cleaning is required and for which the guest is usually charged See also: Interim Clean, Out Cleaning, Housekeeping Charge (Origin: Industry)

Exchange
Where owners of one property exchange use of it for use of another property and from that properties owner. Sometimes arranged by a third party Exchange company. (Origin: Industry)

Fractional
Describes a lodging property, usually a vacation home, owned by more than one person or party. Usually organized as an association having multiple owners who share use of the home on a pre-determined arrangement, each getting different times of the year.. In some, but not all, states fractionals are governed by timeshares but operate differently with owners having control over choice of manager, amenities and later sale or disposition of the parties.

Front Desk
An office, accessible to guests during certain hours, where they can arrange the booking of lodging facilities and other types of travel services. And where, if a booking has been pre-arranged, where they may Check In to receive keys and guest isntructions as well as Check Out. See also: Central Reservations, Check In, Check Out (Origin: Industry)

Furnishings
All furniture, equipment, appliances, artwork and other assets located inside a lodging property or on its grounds. (Origin: Industry)

GDS - Global Distribution Systems
Worldwide computer networks, originally developed to offer lodging, airfare, rental cars and other services to Travel Agents who, in turned booked guests into them using the network. There are four different GDS such as Aamdeus Sabre, Galileo & Worldspan, (Origin: Industry)

Gratuities
The formal term for leaving money for those who serve such as wait staff, housekeepers and others. Not common in all countries or for all jobs. Waitstaff are tipped in most places. Gratuities for Housekeepers are less common. (Origin: Industry)

Guaranteed Reservation
An option for guests who wish to have their lodging property held for their use regardless of time of arrival, or failure to arrive. In that case the guest is always charged. After one night of no show, the owner or manager may elect but is not obligated to rent the property to another party. (Origin: Merchant Account Terms)

Guest
A person or persons who rents a real estate property for a short stay. As opposed to a "Tenant" who rents a property for a longer period. The difference between a Guest and a Tenant is usually determined by local governing bodies such as states, counties, cities or home owner associations. Many jurisdictions consider guests as those who stay for 30 days or less. Tenants and Guests have different rights of use for the property. See also: Tenant (Origin: Industry)

Guest Obligations
As common courtesy, guests have an obligation to treat people and property with respect and within normal and usual reason. For vacation rental units those obligation include common sense items, such as turning off lights when not in use, taking care with fireplaces and barbecues, not creating noise or nuisance. (Origin: Industry)

Hold Over
When a guest stays longer than their pre-arranged booking or reservation period of time. If with approval of the owner or manager there is usually additional rent. If without approval a stay over usually results in penalties as well as rent for inconvenienced charged to other guests and employee. (Also known as a Stay Over) (Origin: Industry)

Holiday Let
A house, condo or other living unit used for short-term rental, usually in a resort or recreational area and having sleeping quarters, bath and kitchen. Also known as a Vacation Rental. See also: Vacation Rental (Origin: Industry.)

Home Owners Association (HOA)
Association responsible for the maintenance, upkeep, and financial management of common areas in certain complexes and neighborhoods.

Homeowner's Insurance
An insurance policy that combines personal liability insurance and hazard insurance coverage for a dwelling and its contents.

Hospitality Industry
Another term for the travel industry. (Origin: Industry)

Housekeepers
Those wonderful folks who clean lodging properties after guests and invitees depart. A thank less job for which gratuties are not always given but always appreciated (Origin: Industry)

Housekeeping
The task of cleaning lodging properties after guests and invitees have departed. Includes washing linens, cleaning all rooms, vaccuuming and return the property to its condition prior to the guests arrival. (Origin: Industry)

Housekeeping Fee
A charge to guest's account for an Out, Interim or Excessive cleaning of a vacation rental or hotel unit. When quoted fees are usually a minimum meaning guests will be charged for cleaning that is beyond normal and usual usage. See also: Interim Clean, Out Cleaning, Housekeeping (Origin: Industry)

Inspection
The act of the owner or manager entering and inspecting a lodging property for the purpose of a guest's compliance with the booking agreement, terms and conditions and following of rules. Also includes housekeeping and maintenance entrace to a unit to accomplish their tasks related to the unit. Unlike long-term tenancies, owners, managers and staff are allowed, by law to enter units for such purposes upon reasonable need and without long notice. (Origin: Industry)

Interim Clean
When a guest occupies a vacation rental home for an extended period of usually a week or more, interim cleans may be warranted during the stay. Usually there is a fee for such cleans. See also: Out Clean, Housekeeping, Cleaning (Origin: Industry)

Invitees
People who are invited to use a lodging property by the Guest, who is the person who actually rents the property. (Origin: Industry)

Issues
A general term describing matters brought to the attention of a lodging proeprty owner or manager. May include questions, complaints or even compliments but an issue not necessarily resolvable if the cause or solution is beyond capability to be solved (Origin: Industry)

Leasehold Interest
When an owner of a property leases the property to second party, that party is said to have a leasehold interest. They have certain rights in regard to the use and dispostion of the property but not the right to sell the property itself. This usually refers to a leasehold interest in land. (Origin: Industry)

Leisure Travel
Travel for recreational, educational, sightseeing, relaxing and other experiential purposes. (Origin: Industry)

Linens
All bedding, towels and other fabric products used in a lodging facility to comfort to owners, family and guests. See also: Bedding (Origin: Industry)

Lock Out
A room or additional rental area which can be separate from the main rental area of hotel, motel or vacation rental unit. (Origin: Industry)

Lost & Found
Most owners or managers have a location at which articles found in a lodging property are kept for a short period of time. Owners and managers do not take responsibility for lost and found items nor offer guarantee that such items will be located after a guest's departure. (Origin: Industry)

Low Season
The season when guest occupancy and rates are lowest. See also: Travel Seasons, Peak Season, Shoulder Season (Origin: Industry)

Maintenance
The act of maintaining and providing services to a lodging property. Sometimes ruetine matters such as changing furnace filters, or changing locks. Generally differentiated from work necessary to correct damages. See also: Repairs (Origin: Industry)

Market Share
The percentage of business within a market category. (Origin: Industry)

Net Rate
The rate provided to wholesalers and tour operators that can be makrked up to sell to the customer. (Origin: Industry)

No Pets
When a lodging facility disallows pets of any kind at the property. If No Pets are specified then pets are not welcome on the grounds, in the vacinity or inside the buildings. See also: Pet Friendly (Origin: Industry)

No Show
A customer with a reservation at a lodging facilty who fails to show up and does not cancel. (Origin: Industry)

No Smoking
In most jurisdictions, guests are not allowed to smoke in a lodging unit or anywhere inside the buildings. Usually there are rules that prohibit smoking within a certain distance of the building or its entrance ways or that prohibit smoking anywhere on the grounds. Most owners of lodging facilities prohibit smoking anwhere on the grounds or in the building See also: Smoking Penalty (Origin: Industry)

Non-Cancelable
When a booking for lodging property use is non-cancelable it means the guest must pay for and is not entitled to a refund even if they request a cancellation. This is similar to non-cancelable bookings for airfare and other travel services. See also: Re-Sellable (Origin: Industry)

Occupant
An person of any age who enters a lodging unit at any time; or enters the property or restort on which it sits. Includes overnight guests but also drop-in visitors. (Origin: Industry)

Out Cleaning
Vacation rental homes are usually cleaned after the guest departs, this is referred to as an Out Clean. Usually there is a one time fee for this service. See also: Out Cleaning Fee, Interim Clean, Housekeeping (Origin: Industry)

Overages
Charges to the Guests for additional rent, activities, services, housekeeping or repairs that are greater than appeared on the guest's original estimated charges. (Origin: Industry)

Owners 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 useed, the space may be closet, room or just a drawer. (Origin: Industry)

Package
A fixed price travel product that makes it easy for a traveler to buy and enjoy a destination or several destinations. Packages offer a mix of elements like transportation, accomodations, restaurants, entertainment, cultural activities, sightseeing and car rental. (Origin: Industry)

PayPal
A fast and convenient online payment service.

Peak Season
The primary travel season when occupancy and rates are the highest See also: Travel Seasons, Low Season, Shoulder Season (Origin: Industry)

Pet Deposit
Should a lodging facilty allow for pets they may require the guest to pay a significant deposit to cover any damage or excessive cleaning necessitated by the pets occupancy. Pet Deposits are usually refundable if no damage or effect occurs See also: Pet Fee, Pet Friendly, No Pets, Pet Penalty (Origin: Industry)

Pet Fee
If a lodging property allows guests to bring pets, they may charge a fee, usually daily, for that priviledge. Generally guests are also responsible for any damage they may cause. See also: Pet Friendly, No Pets, Pet Deposit, Pet Penalty (Origin: Industry)

Pet Friendly
A lodging unit which allows pets in the facility and on the grounds. There is often a deposit and/or a daily fee for allowing pets. See also: No Pets (Origin: Industry)

Pet Penalty
When a guest brings a pet to a facility designated as No Pets, a penalty fee is charged. To discourage unapproved pets, pet penalties are usually signifcant and utilized to retreat a room to counteract the presence of the pet and provide additional cleaning. See also: Pet penalty, Pet Friendly, No Pets (Origin: Industry)

Pool Fee
A certain amount above and beyond the rental rate charged to renters wishing to use the heater on your pool or hot tub.

Property
A hotel, motel, inn, lodge, vacation rental or other accomodation facility. (Origin: Industry)

Re-Sellable
When a booking for lodging property is non-cancelable it may instead, be re-sellable. In that case, an owner or manager agrees to attempt to resell a guest's booked dates and, if successful refunds the guests payment usually less a fee for the resell process. (Origin: Industry)

Referral Booking
A booking that results from the referral of a friend, neighbor, or past renter.

Refund
A payment to the guest for amounts paid toward loding property bookings and after charges for rent, services, fees or other charges. A common type of refund is for the return to guest of a security and damage deposit they have paid. (Origin: Industry)

Registration
The process during which a guest checks into a lodging unit and registers as being in occupancy. Also the form used during the registraiton process. (Origin: Industry)

Repair
The work necessary to return property, equipment or amenities to their original condition to do damage caused by owner, guest or other situations. Usually charged to the person responsible for the damage. See also: Maintenance (Origin: Industry)

Rescheduling
When a guest or the loding provider reschedules already booked dates for lodging or other travel services. The travel provider may not always be capable of changing dates and to do so may be limited or prohibited by the prior booking contract. If allowed, often there is a fee for rescheduling. (Origin: Industry)

Reservation Deposit
A certain amount of money collected upon the booking that validates the rental contract. The reservation deposit can convert automatically into a damage deposit.

Room
Commonly referred to a sleeping space usually with a single room unless otherwise specifically indicated. (Origin: Industry)

Security Deposit
A payment guests make to property owners or managers to pay for any damage or overage fees they may incur. Not common in hotels or motels but very common for vacation rental cabins, condos and homes. If a guest incurs such charges they are subtracted from the deposit prior to its return. Sometimes called a Damage Deposit. See also: Damage Deposit

Self Catering
A term sometimes used for vacation rentals in Europe, South Africa, Australia, and New Zealand. Also applies to furnished apartments without an onsite cook.

Seniors
Travelers over a certain age, usually 55, who receive certain benefits not afforded to the general public, such as discounts, early entry or other priviledges. (Origin: Industry)

Service Order
When guests or owners request maintenance, additional housekeeping or other services from managers or other vendors. Owners may choose to purchase services using this system. If for essential services there is usually no charge to guests. But charges apply to non-essential services (Origin: Industry)

Shoulder Season
The perid between peak and low periods when business is stronger, but has room from growth. See also: Travel Seasons, Peak Season, Low Season (Origin: Industry)

Smoking Penalty
The fee charged to guests for smoking in a No Smoking lodging facility. Usually the fee is significant due to the costs associated with cleaning facilities sufficiently to return them to a no smoking condition; and to deter unauthorized smoking. See also: No Smoking (Origin: Industry)

Spa Hot Tub Cleaning Fee
A certain amount above and beyond the rental rate charged to renters wishing to use a hot tub.

Spa Hot Tub Cleaning Fee
A certain amount above and beyond the rental rate charged to renters wishing to use a hot tub.

Stay Over
See Hold Over. (Origin: Industry)

Sundries
Incidental supplies provided along with rent of a lodging property such as paper goods, soaps, salt/pepper and other kitchen basics. Many managers provide a started supply of such things. Most do not provide an unlimited stash. (Origin: Industry)

SunPartners
A company which owns and offers vacation rental home ownership on a fractional basis. Segments of homes, usually 2 months in length are sold to owners who share ownership in one of several legal arrangements. See also: Fractionals (Origin: William)

Sunspots Network
A group of independent real estate agents and lodging managers who utilize the Sunspots central office for a variety of services that support the offering and delivery of quality vacation rentals. Members subscribe to the best practices of the lodging industry and are contractually obligated to provide a consistent quality guest and owner experience. (Origin: William May)

Sunspotters
A program where guests who frequently stay at Sunspots Lodging properties are given special priviledges for their loyality. Also referred to as a "Frequent Stayer" club. There is no charge for joining Sunspotters (Origin: William)

Tenant
A person or persons who rents a real estate property for an extended stay. As opposed to a "Guest" who rents a property for a short stay. The difference between a Guest and a Tenant is usually determined by local governing bodies such as states, counties, cities or home owner associations. Many jurisdictions consider tenants to be those who stay for more than 30 days.Tenants and Guests have different rights of use for the property. See also: Guest (Origin: Industry)

Termination
The basis on which a party to a contract - written or verbal - may terminate the contract. (Origin: Industry)

Terms & Conditions
The list of conditions, usually in writing and often printed on a website, that govern a contract or order. They spell out how payments are handled, what the policies and procedures are, what happens in the case of certain events. They govern the customer's comportment and obligate them to other rules and regulations. See also: Rules, Regulations (Origin: William)

Time-Shares
Homes divided in ownership or use on the basis of time periods, most often one or two week each year.

Tourism
Where consumers undertake leisure travel. As opposed to travel for business purposes See also: Traveler, Tourist, Visitor (Origin: Industry)

Tourist
Traveler how moves from place to place to enjoy and experience different locations. Differs from business travel who comes for business purposes. See also: Traveler (Origin: Industry)

Travel
Leisure and other travel including travel for business, medical care, education, etc. All tourism is travel, but not all travel is tourism. (Origin: Industry)

Travel Insurance
Purchased from a carrier who agrees to reimburse guests for some expense if they are forced to cancel their plans due to certain reasons. Usually these include death in the family, personal injury or flight delays. Highly recommended. (Origin: Industry)

Traveler
Any person who travels either for leisure or business purposes more than 100 miles (round-trip) in a day or who stays overnight away from his orher primary domicile. (Origin: Industry)

Unit
May refer to a room, suite or living area (such as a condo, cabin or home) which is offered to Guests for lodging use and rent. The unit includes all ameniteis described and associated with the unit including the grounds upon which it rests. (Origin: Industry)

Unwelcomes
When a guest misuses a property, misbehaves, fails to pay as agreed or violates other conditions of the owner or manager's terms they are referred to as unwelcome and not allowed to rent the property again. See also: Industry (Origin: Industry - Link: Unwelcomes.org)

Use Fee
A proper term for the cost of renting a lodging property. May include rent, housekeeping and other charges. (Origin: Industry)

Vacation Rental
A house, condo or other living unit used for short-term rental, usually in a resort or recreational area and having sleeping quarters, bath and kitchen. Also known as a Holiday let. See also: Holiday let (Origin: Industry)

Visitor
A traveler who goes to a place other than his home to experience life in a different location. Usually means a stay of a short destination. See also: Traveler (Origin: Industry)

Visitors Center
Travel information center located at a destination to make it easier for visitors to plan their stay; often operated by a convention and visitors bureau, chamber of commerce, or tourism promotion organization. (Origin: Industry)

VRGA - Vacation Rental Guests Assocition
Trade association of guests who frequent vacation rental homes, organized to advocate for the benefit of its members (Origin: VRGA.org - Link: VRGA.org)

VRIA - Vacation Rental Industry Association
Trade organization that promotes the use and advancement of the vacation rental industry. Umbrella organization for VROA - Vacation Rental Owners Association, VRMG - Vacation Rental Managers Guild and VRGA - Vacation Rental Guests Association (Origin: VRIA.org - Link: VRIA.org)

VRMA - Vacation Rental Managers Association
The Vacation Rental Managers Association is a trade association of companies that act as sales agents and managers for vacation homes, condos and similar lodging. (Origin: VRMA - Link: VRMA.org)

VRMG - Vacation Rental Managers Guild
The Vacation Rental Managers Guild is a trade association of companies which book and manage vacation rental homes, condos and similar lodging. (Origin: VRMG - Link: VRMG.org)

VROA - Vacation Rental Owners Association
The Vacation Rental Owners Association (VROA) is a trade association comprised of members who own homes and vendors who support them. (Origin: VROA - Link: VROA.org)