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.

24-Hour Assistance Services
These services offer on-the-spot and immediate assistance for unexpected problems that can arise during your trip. The hotline operates 24/7 for help anytime, any place while traveling. (Origin: CSA Travel Protection)

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)

AHMA - American Hotel & Motel Association
A trade association that offers benefits and services to hospitality properties and suppliers. It propose legislation affecting hotels, sponsors seminars and group study programs, conducts research, and publishes Lodging magazine. (Origin: AHMA.org - Link: AHMA.org)

Amenities
The features and benefits associated with a property such as furniture, equipment, furnishings, resort priviledges and so forth. Amenities widely between types of accomodations 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 (Room, Suite or Home). See also: Common Calendar (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 Codes
Short-hand code that allows guests to instantly see the number and sizes of beds in a lodging property. Rather than a description, or a totaling, each bed is represented by a Letter symbol. For example: QQKTTL means a home has two queens, one king, two twin beds and a sleeper sofat.

The codes are as follows:

K = King
Q = Queen
F = Full
T = Twin
C = Futon Couch
M = Mattress
A = Air Mattress
L = Sleeper
S = Sofa
D = Day Bed (Origin: Vacation Rental Industry Association)

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

Best Practices
Those policies and procedures that best suit an industry and lead to satisfied customers, good vendor relations and success for business owners. In lodging, best practices are many and varied. In short they can be summarized as being good neighbors with good customer service. (Origin: William May)

Blocked (Booking)
When an Owner reserves use of their own home the booking is referred to as a Block or Blocked. This word is used in the Computer Booking system. See also: Abandoned, Aborted, Cancelled, Confirmed, Order, Hold, Incomplete, In Error, Out of Service, Quoted, Unblocked (Origin: William May)

Blue Ribbon Inspection
A lodging unit that has been inspected and meets the standards of the Vacation Rental Industry Association (VRIA). Designated as "Blue Ribbon" and "Inspected Vacation Rental (IVR)" These include rules for outfitting, cleanliness, maintenance and truthful advertising, The terms Blue Ribbon and IVR are trademarks owned by the Vacation Rental Industry Association. See also: IVR, Inspected Vacation Rental, VVR, Vertified Vacation Rental (Origin: VRIA, VRMG)

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: Sunspots)

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)

Business Travel
Travel for commercial, governmental or educational purposes with leisure only as a secondary motivation. (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)

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

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

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: 1Industry)

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: Industry)

Conditions
See Terms & Conditions See also: Terms & Conditions (Origin: Industry)

Configuration
The arrangement of furniture, equipment and other features of a 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 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. Used in software as a Booking Status See also: Abandoned, Aborted, Blocked, Cancelled, Hold, Incomplete, In Error, Order, Out of Service, Quoted, Unblocked (Origin: Industry)

Convention and Visitors Bureau
These organizations are local tourism marketing organizations specializing in developing conventions, meetings, conferences, 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)

Cover
Each diner at a restaurant. (Origin: Industry)

CVRO - Certified Rental Owner
Owners of lodging who study for and pass a test about their competence to manage vacation rental lodging are awarded a CVRO - Certified Rental Owner designation. The course of study includes awareness and a pledge to maintain properties that are properly outfitted, clean, maintained and truthful in advertising. The term CVRO is a trademark owned by the Vacation Rental Industry Association. See also: CVRM, CVRI, VRIA (Origin: VROA)

CVRP - Certified Vacation Rental Profession
Managers of lodging who study for and pass a test about their competence to manage vacation rental lodging are awarded a CVRP - Certified Vacation Rental Professional designation. The course of study includes awareness and a pledge to maintain properties that are properly outfitted, clean, maintained and truthful in advertising. The term CVRP is a trademark owned by the Vacation Rental Industry Association. See also: CVRO, VRIA, IVVR, VVR (Origin: Vacation Rental Industry Association - Link: VRIA.org)

Damage Deposit
A payment customers 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 unintentional damage up to a certain threshold if reported to the owner or manager prior to departure. Does not cover intentional damage, excessive cleaning, charges due to guest failure to follow booking contract or amounts of the limit (Origin: Industry - Link: VRIA.org)

Day
In most lodging, guests do not rent "Days" but instead bookings are thought of as "Nights". The origin of this terminology comes from the traditional (Hotel, Motel) industry where guests frequently arrive in the afternoon and leave in the morning. Hence it is the night they are renting not the day. See also: Night (Origin: Industry)

Deep Cleaning
Heavier than usual cleaning, usually done at least annually it is necessary to have housekeepers clean high spots, behind appliances, baseboards and hard to reach areas. (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)

Destination
A geographic description of where properties are located. Destinations are areas of a State, Locations, on the other hand are sub-areas of Destinations. For example, Poipu Beach is a Location. The island of Kauai is a Destination and Hawaii is the state. These geographic descriptions are not precise and are sometimes named to accommodate various geographic features. See also: Location, State, Country (Origin: William May)

Discrimination
Restricting renters on the basis of race, color, religion, sex, familial status, disability, or national origin as under the Fair Housing Act. (Origin: Industry)

Domestic Partner
A person who is at least eighteen years of age and you can show: 1. evidence of financial interdependence, such as joint bank accounts or credit cards, jointly owned property, and mutual life insurance or pension beneficiary designations; 2. evidence of cohabitation for at least the previous 6 months; and 3. an affidavit of domestic partnership if recognized by the jurisdiction within which they reside. (Origin: Vacation Rental Insurance)

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

Emergency Assistance
If you become sick or injured on your trip and are in need of Emergency Assistance, the assistance provider will: 1. arrange for and transport you to the nearest suitable medical facility; 2. provide you with assistance to return home; 3. provide round-trip economy airfare to send someone of your choice to be with you if you are traveling alone and are in the hospital for more than 7 days; 4. return your minor children home with an escort if they are left unattended due to your death or your hospitalization for at least 7 days; 5. arrange for and transport your remains to your home or place of burial in event of your death. (Origin: CSA Travel Protection)

Eviction
The lawful expulsion of an occupant from a property. (Origin: Industry)

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)

Fair Housing Act
Federal statute prohibiting discrimination against renters based on race, color, national origin, religion, sex, familial status (including children under the age of 18 living with parents of legal custodians, pregnant women, and people securing custody of children under the age of 18), and handicap. (Origin: Industry)

FIT (Free Independent Travel)
Individual travel in which a tour operator has previously arranged blocks of rooms at various destinations in advance for use by individual travelers. These travelers travel independently, not in a group, usually by rental car or public transportation. (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. (Origin: Industry)

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 instructions 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)

Geographic Area
Also known as a Geographic Area. Can be a small or large area, from a building or destination up to a state of country. Used in conjunction to with describing real estate. See also: Geographic Area (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. Wait staff 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)

Guest Survey
A mailed, or in unit, email or online survey inviting guests to rate and comment on the property they have occupied. Questions include guest satisfaction on cleanliness, furnishings, customer service and other factors which reflect on the property. (Origin: Industry)

High Dymaic Range (HDR) Photos
Digital photos taken and processed to produce the most life-like quality and colors possible. Used extensively for quality architectural and lodging photographs. Techniques that allow a greater luminances between light and dark so they more accurately the wide range of real scenes. (Origin: Wikipedia - Link: Wikipedia.com)

High Rise Building
A building that may include various types of space, and often office space that is 12 or more floors in height. (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 House
A fully furnished home offered for rent on a nightly, weekly or long basis but essentially for short-term use. The same as a Vacation Rental but used in parts of European, Australia and other parts of the world. See also: Vacation Rental. Holiday Let (Origin: William May)

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. (Origin: Industry)

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

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

Hot Tub
A small pool often outdoors and accommodating 2 to 12 people who can sit in and enjoy the hot water usually 100 to 104 degrees fahrenheit. Usually self contained including pumps, air jets, covered when not in use and treated with chlorine or similar chemical to keep the water sanitary. Also called a spa. See also: Spa (Origin: Industry)

Housekeepers
Those wonderful folks who clean lodging properties after guests and invitees depart. A thank less job for which gratitutes 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, vacuuming 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)

Incentive Travel
Travel offered as a reward for top performance and the business that develops, markets, and operates these programs. (Origin: Industry)

Inclusive Tour
A tour program that includes a variety of features for a single rate (airfare, accomodations, sightseeing, performances, etc.) (Origin: Industry)

Inspection
The act of the owner or manager entering and inspecting a 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 entrance 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 property 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)

IVR - Inspected Vacation Rental
A lodging unit that has been inspected and meets the standards of the Vacation Rental Industry Association (VRIA). Designated as "Blue Ribbon" and "Inspected Vacation Rental (IVR)" These include rules for outfitting, cleanliness, maintenance and truthful advertising, The terms Blue Ribbon and IVR are trademarks owned by the Vacation Rental Industry Association. See also: Blue Ribbon Rental, VVR, Verified Vacation Rental (Origin: VRIA,)

Key Safe
A stout box which can be attached to a build, that requires a user to punch in a numerical combination code in order to retrieve a key from inside. Usually a mechanical device, not electronic. Some types can be hung on a door knob. (Origin: William May)

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 disposition 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)

List Rate
The price that a lodging provider expresses as his price to the wholesaler. Usually the wholesaler receives a discount off the list rate. (Origin: Industry)

Location
A geographic description of where properties are located. Locations are located within Destinations, which are located within States, which are located within Countries. For example, Poipu Beach is a Location. The island of Kauai is a Destination and Hawaii is the state. These geographic descriptions are not precise and are sometimes named to accommodate various geographic features. See also: Destination, State, Country (Origin: William May)

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 Rise Building
Usually a building of 3 or 4 floors or less which usually houses office spaces and sometimes first floor retail space.

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 property. Sometimes routine 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)

Member
A person who has subscribed to any website membership plan. (Origin: William May)

Memberships
Customers who wish to utilize one or more of our websites must sign up for a Membership in that site. Each membership has a username, logon and Membership type. Some sites allow users to view some data before becoming members. (Origin: William May)

Mid Rise Building
A building, often used for office space and usually between four and 12 floors. (Origin: Industry)

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

Network Member
A person who owns a local vacation rental company in a geographic location, that is a member of the Sunspots Network. They are the key person in the are and may have other people who work for them. A member may also be referred to as a Networker, Operator, Manager or Property Manager. See also: networker, manager, operator, property manager (Origin: William May)

Network Operator
An alternate title for a person who owns a local vacation rental company in a geographic location, that is a member of the Sunspots Network. See Network Member. See also: Network Member, Networker, Manager, Property Manager (Origin: William May)

Networker
Refers to employs or subcontractors of Sunspot Network Members such as housekeepers, maintenance personnel, office staff and so forth. See also: manager, network member, operator, property manager (Origin: William May)

Night
In most lodging, guests do not rent "Days" but instead bookings are thought of as "Nights". The origin of this terminology comes from the traditional (Hotel, Motel) industry where guests frequently arrive in the afternoon and leave in the morning. Hence it is the night they are renting not the day. See also: Day (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 properties 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 anywhere 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)

Occupancy
A percentage indicating the number of nights sold (compared to number available) in a hotel, resort, motel, or vacation rental facility or destination. (Origin: Industry)

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

Order (Booking)
When a guest makes a booking online it is referred to as an Order until such time as a staff member accepts and confirms it. The software uses this word as a Booking Status. See also: Abandoned, Aborted, Blocked, Cancelled, Confirmed, Hold, Incomplete, In Error, Out of Service, Quoted, Unblocked (Origin: William May)

OTA - Online Travel Agent
Websites where guests can book lodging, airfare, rental cars and other services online. OTA's utilize Global Distribution Services (GDS) to display services and then to confirm them with the travel provider. Examples of OTA's are Expedia.com, Orbitz.com and Hotels.com but there are many others offering the same services. (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)

Out of Service (Booking)
When a property is not available for rental it is Out of Service. Often this happens when a property requires maintenance. Our software uses this word as Booking Status See also: Abandoned, Aborted, Blocked, Cancelled, Confirmed, Order, Hold, Incomplete, In Error, Quoted, Unblocked (Origin: William May)

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 used, 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)

Patient & Family Lodging
Traditional hotel or other facility that provides lodging to patients receiving care in the area or to their families. (Origin: Industry)

PayPal
A fast and convenient online payment service. (Origin: PayPal)

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 significant 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. (Origin: Industry)

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

Property Manager
A person or company who manages real estate including commercial, residential and other properties. Also an alternate term for a person who owns a local vacation rental company in a geographic location, that is a member of the Sunspots Network. See Network Member. See also: Network Member, Networker, Manager, Network Operator (Origin: William May)

Property Survey
A periodic inspection of a property, usually twice a year but can be more or less often. The purpose is to determine what housekeeping, repairs or maintenance a property should have completed. These include high priority items for safety purposes, to preferred maintenance for guest comfort to recommended improvements that might increase rates or occupancy. See also: Maintenance, Repairs, Housekeeping (Origin: William May)

Province or State
See State See also: Country, Destination, Location (Origin: William May)

Quote (Booking)
Prior to receiving a guest's approval for purchase, a booking can be completed as a Quote to display all related detailed. This is NOT a commitment to sell the dates. Our software used this word as a Booking Status See also: Abandoned, Aborted, Blocked, Cancelled, Confirmed, Order, Hold, Incomplete, In Error, Out of Service, Unblocked (Origin: William May)

Rack Rate
The rate accomodations quote to the public. Group rates, convention, trade show, meeting and incentive travel rates are negotiated by the hotel and program organizers. (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
A booking that results from the referral of a friend, neighbor, or past renter. (Origin: Industry)

Refund
A payment to the guest for amounts paid toward lodging 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 registration process. (Origin: Industry)

Rent By Owner
A property that is rented directly from the owner, rather than through a property management firm. Also refers to websites which offers homes directly from owners. (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 lodging 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. (Origin: Industry)

Reservation Systems
Computerized systems leased to travel agencies offering airline, hotel. Car rental and selected tour availability and bookings. Systems are affiliated with major carriers, including American (Sabre), United (Apollo), Eastern (System One), TWA (PARS), and Delta (DATAS II) and feature flight schedules of the sponsoring and other carriers, plus additional travel products. (Origin: Industry)

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

Room Blocks
Several rooms held for a group. (Origin: Industry)

Scheduled Departure Date
The date on which you are originally scheduled to leave on your Covered Trip. (Origin: Vacation Rental Insurance)

Scheduled Return Date
The date on which you are originally scheduled to return to the point where the Covered Trip started or to a different final destination. (Origin: Vacation Rental Insurance)

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. (Origin: Industry)

Self Serve
On websites, viewer is allowed to submit information to many of our Universal Content pages. When we create the capability for a viewer to submit information on a webpage, it is referred to as Self Serve. (Origin: William May)

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)

Short-Term Rental
Synonymous with Vacation Rental, Holiday Let, Holiday Home. A cabin, condo, apartment, house or villa available for rent on a nightly, weekly or occasionally longer basis. Usually fully furnished. See also: Vacation Rental, Holiday Let, Holiday Home (Origin: WilliamMay)

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

Site Inspection
An assessment tour of a destination of facility by a meeting planner, convention or trade show manager, site selection committee, tour operator, wholesaler or incentive travel manager to see if it meets their needs and requirements prior to selecting a specific site for an event. After site selection, a site inspection may be utilized to make arrangements. (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)

Sold Out
When a destination, location or unit has no available dates left for sale, it is tempting to refer to those as Sold Out. However, it is virtually impossible for us to be sold out. We always have availability somewhere in a different unit, location or destination. So users are forbidden from using the term Sold out. See also: See Noso (Origin: William May)

Spa
(1) A small pool usually indoors and accommodating 2 to 12 people who can sit in and enjoy the hot water usually 1oo to 104 degrees fahrenheit. Usually self contained including pumps, air jets, covered when not in use and treated with chlorine or similar chemical to keep the water sanitary. Also called a hot tub. (2) A business which offers health and therapeutic treatments such as massage, facials and exercise. See also: Hot Tub (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. (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. (Origin: Industry)

Spouse Program
Special activities planned for those who accompany an attendee to a convention, trade show or meeting. Note that programs today are not simply for women, but rather for men and women, spouses and friends. Programs must be creatively designed to interest intelligent and curious sudiences. (Origin: Industry)

State or Province
A State or Province is a sub-area of a Country. For our purposes Countries hold States. States hold destinations, Destinations hold Locations and Locations hold Properties, Resorts or Venues. See also: Province, Country, Destination, Location (Origin: William)

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)

Sunspots Resorts
Company which provides lodging services to the Sunspot Network. Those members provide management services to Inns, Resorts & Vacation Rentals in various geographic areas. The Sunspots Resorts name is promoted to consumers to establish a national and international brand name. See also: Sunspots Network (Origin: William May)

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

Tariff
Rate of fare quoted and published by a travel industry supplier (i.e. hotels, tour operators, etc.) Usually an annual tariff is produced in a booklet form for use in sales calls at trade shows. (Origin: Industry)

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. (Origin: Industry)

Tip Envelope
Housekeepers leave in rooms indicating their name and date cleaned. Usually includes subtle reminder that tips are not required but gratefully appreciated. (Origin: William May)

Tour Operator
Develops, markets and operates group travel programs that provide a complete travel experience for one price and includes transportation (airline, rail, motor coach, and/or ship), accomodations, sightseeing, selected meals and an escort. Tour operators market directly to the consumer, through travel agents and are beginning to be listed on computerized reservation systems. (Origin: Industry)

Tour Wholesaler
An individual or company that sells tour packages and tour product to travel agents. Tour wholesalers usually receive a 20% discount from accomodations, transportation companies and attractions and pass on a 10 to 15% discount to the retail agent. (Origin: Industry)

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)

Transient
A Guest who arrives without an advance reservation or pre payment. Contrary to representations to those opposed to Lodging, guests with reservations are NOT transients. (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 Agent
An individual who arranges travel for individuals or groups. Travel agents may be generalist or specialists (cruises, adventure travel, conventions, and meetings.) The agent receives a commission form accomodations, transportation companies and attractions for coordinating the booking of travel. They typically coordinate travel for their customers at the same of lower cost than if the customer booked the travel on his/her own. (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)

Travel Product
Refers to any product or service that is bought by or sold to consumers of trade including accomodations, attractions, events, restaurants, transportation, etc. (Origin: Industry)

Travel Seasons
Travel industry business cycles including:
Peak - Primary travel season
Low - Period when business is slowest
Shoulder - period between peak and low periods when business is stronger, but has room from growth. (Origin: Industry)

Travel Trade
The collective term for tour operators, wholesalers, and travel agents. (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 other primary domicile. (Origin: Industry)

Trip Cancellation
Provides reimbursement for certain unused, non-refundable expenses due to cancellation of your trip caused by a covered reason. (Origin: CSA Travel Protection)

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 amenities described and associated with the unit including the grounds upon which it rests. (Origin: Industry)

Unwelcomes
When a guest or tenant 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)

Usual and customary charge
Those charges for necessary treatment and services that are reasonable for the treatment of cases of comparable severity and nature. This will be derived from the mean charge based on the experience in a related area of the service delivered and the MDR (Medical Data Research) schedule of fees valued at the 100th percentile and the Anesthesia Relative Value Guide. (Origin: Vacation Rental Insurance)

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., Holiday Home, Holiday Cottage, Holidy Villa, Guest house or (in France) a Gite. See also: Holiday Let, Holiday Home, Holiday Cottage, Holiday Village, Guest House, Gite (Origin: Industry)

Vacation Rental Travel Insurance
A form of travel insurance, purchased from a carrier who agrees to reimburse guests for some expense if they are forced to cancel their travel plans including their rental of a vacation rental home. Covered events usually these include death in the family, personal injury or flight delays. Highly recommended. (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. The term VRIA is a Trademark owned by the Vacation Rental Industry 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. See also: VRIA, VRMLS, VRMA (Origin: VRMG - Link: VRMG.org)

VRMLS - Vacation Rental Multiple Listing Service
The world's first Multiple Listing Service (MLS) for Vacation Rentals this is an Open-Listing and Open-Distribution system. Owner and Manager Members can post Properties once and have them distributed to websites around the world. Website Publisher Members can retrive records and display the on their website.

Similar to the MLS's which have server real estate brokerage for decades; VRMLS is owned by the Vacation Rental Industry Association a Not-For-Profit organization. The term "VRMLS" is an owned trademark. See also: VRIA (Origin: VRIA - Link: VRMLS.org)

VROA - Vacation Rental Owners Association
The Vacation Rental Owners Association (VROA) was a trade association comprised of members who own homes and vendors who support them. Became the Vacation Rental Industry Association (VRIA) to support all constituents in the industry. See also: VRIA, VRMG, VRMLS, VRMA (Origin: VRIA - Link: VROA.org)

VVR - Verified Vacation Rental
A lodging unit that has submitted documentation and been verified as a legitimately owned and operated vacation rental by the Vacation Rental Industry Association (VRIA.org). Designated as "Verified Vacation Rental (IVR)". Does not include physical inspection as is included in the "Inspection Vacation Rental (IVR)" Program. The term IVR are trademarks owned by the Vacation Rental Industry Association. See also: IVR, Inspected Vacation Rental, Blue Ribbon Rental (Origin: VRIA)

Wholesaler Lodging
A lodging operator who sells occupancy through other parties called retailers See also: Retailers (Origin: William May)